Senior Program Officer; PFS

Pacific Foundation Services, LLC (PFS) is a professional services firm that manages over 30 independent family foundations. We provide whatever a foundation needs to operate optimally, including strategic advice, board support, grantmaking programs, compliance, financial management and a physical home. With a current staff of 31, we value competence and camaraderie and work together to make the most of our collective experience.

We thrive on collaboration and share our talents to provide top-level service to our clients.
PFS is looking for a highly skilled and experienced philanthropy professional to work as a team member with executive and program staff to serve multiple foundation clients. The position is exempt, part-time (approximately .60 FTE), and reports to the President of PFS.

Summary

The Senior Program Officer serves as the lead staff person for assigned client foundations, and directs the PFS client team to ensure high-quality services are provided to the client foundation. The Senior Program Officer is the primary contact for trustees on foundation boards, and represents the client foundation in local nonprofit and philanthropic communities. As a critical member of the PFS team, attendance in the PFS offices is an essential function of this job.

General:

• For each assigned client foundation, the Senior Program Officer will:
  • Act as lead staff person for client foundations, including coordinating team activities (generally Program Officer, Grants Manager, Accountant) and ensuring timeliness and high quality of work throughout the grantmaking process;
  • Serve as primary contact for board of trustees, including communicating board feedback to the team;
  • Lead trustees and staff in foundation planning and evaluation as appropriate;
  • Collaborate with board of trustees to develop and maintain all foundation policies and guidelines, as well as public-facing communications in publications or websites;
• Oversee preparation and distribution of all board and committee materials including agendas, meeting materials, board dockets and presentations;
• Serve as primary contact for foundation legal matters and external consulting contracts with support from the management team as needed;
• Provide opportunities for board involvement through site visits and other foundation activities such as, symposia, meetings, and conferences;
• Perform other duties assigned or requested by the board of trustees;
• Represent the foundation within the local nonprofit and philanthropic communities to the degree preferred by the board of trustees, and, when appropriate, provide leadership in the funding community;
• Work with VP of Program on special projects as assigned;
• Manage own calendar, correspondence, travel, and other daily administrative tasks except where specifically the responsibility of administrative staff; and
• Participate in PFS-wide activities to build collegial culture and encourage cross-organizational learning.

Grantmaking:

• Research potential grantees and projects in the foundations’ areas of interest and proactively solicit proposals, manage initiatives, and organize grantee convenings;
• Review proposals, coordinate grant assignments, and, in partnership with Program Officers, make decisions about the fit with the program area;
• Perform due diligence on organizations and grant proposals: site visits, review and analysis of financial data, assessment of capacity, and alignment with priorities;
• Prepare proposal summaries and grant recommendations consistent with each foundation’s grantmaking guidelines for board review and action;
• Provide professional service to boards of assigned foundations, including attending board meetings, presenting information on grant strategy and recommended grants, and responding to questions from the board;
• Provide support and guidance to grant seekers; and
• Monitor approved grants to ensure grantees’ accountability.
• Work with finance department to ensure financial compliance with established board policies;
• Oversee preparation and presentation of an annual operating budget for review and approval by the finance committee and the board of trustees; and
• Monitor foundation monthly financial reports, including…