Grants Manager

Pacific Foundation Services; San Francisco (CA); Hybrid; USD 85,000 - 95,000; Full time

Job summary

Pacific Foundation Services, LLC (PFS) is a professional services firm serving 42 independent private foundations. The Grants Manager role supports multiple foundation clients, acting as a primary contact for foundations and grantees with strong communication and organizational requirements.

The position reports to the Director of Grants Management, is full time and non-exempt, with standard M-F hours and a focus on coordinating grant activities, reports, and audits across teams.

Qualifications

• Excellent written and verbal communication skills.
• Demonstrated organizational skills and ability to multitask.
• Experience coordinating grants, deadlines, and meeting logistics.

Responsibilities

• Coordinate grantmaking tasks between program, finance, and staff to ensure smooth operations.
• Communicate with grantees, program officers, and clients via mail, email, and calls.
• Plan calendars and deadlines for applications and reports, and internal timelines.

Skills

Strong communication

Organizational skills

Team collaboration

Project coordination

Attention to detail

Tools

MS Office

Grant management software

Database management

Website maintenance tools

Job description

Pacific Foundation Services, LLC (PFS) is a professional services firm that currently partners with 42 independent private foundations. PFS provides substantial strategic expertise through a staffing model that enables foundations to each be more efficient and effective, choosing from a curated set of services including programmatic and strategic advice, grants management and compliance, financial management, board development and governance, communications, and a physical home. Our team includes 44 individuals who bring their diverse perspectives and experience from the nonprofit, philanthropic, and private sectors in service to the greater good. 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.

ABOUT THE POSITION

PFS is hiring a highly skilled administrative professional to serve multiple foundation clients. The Grants Manager is a critical member of the team and works to ensure the smooth operation of each client foundation. The Grants Manager is often the first point of contact for foundation clients and grantees; therefore, strong communication skills are required in addition to demonstrated organizational skills and teamwork.

Reports to: Director of Grants Management Hours: Full time, Non-exempt, M-F 8:30 – 5:00

RESPONSIBILITIES

• Coordinate grantmaking tasks between program, finance, and other administrative staff so that all foundation activities are smoothly implemented, including implementing improvements to processes;
• Coordinate communication among grantees, program officers, and foundation clients, including responding to mail, email, and telephone inquiries;
• Plan and coordinate foundation calendars and timelines, including application and report submission deadlines, and internal deadlines;
• With program staff, coordinate foundation meetings, including managing all meeting logistics;
• Prepare and copy edit meeting materials in collaboration with program staff;
• Maintain foundation websites with up-to-date content;
• Process grant applications and reports by reviewing online submissions for completeness and accuracy;
• Provide technical support to applicants, collect grantee feedback, make recommendations, and implement changes as needed to ensure a smooth and accessible application process;
• Maintain foundation grant records in the database, including tracking grantee payments and reporting requirements;
• Produce and distribute declination emails, award letters, and payments to grantees;
• Create and maintain physical and electronic files;
• With the Finance team, provide requested grant-related information for annual audits;
• Analyze applicant and foundation grantmaking histories and prepare charts and reports for board members, program staff, and outside organizations (e.g. Candid) as needed;
• Participate in Grants Management team learning and activities, including meetings and professional development opportunities to stay up-to-date on developments in the field and compliance requirements; and
• Undertake special projects as assigned or initiated.

COMPENSATION

$85,000-$95,000 DOE

Application Deadline: Sep 5, 2023

No phone calls, please.

Hiring Process and Timeline:

• Phone interview to discuss general qualifications and give more detail about the position scheduled early September
• Zoom interview scheduled in mid-September
• In person final interview – mid-September
• Ideal start date planned for early October