Grants Operations Associate (SBJF)

The Shimon Ben Joseph Foundation; San Francisco (CA); On-site; USD 70,000 - 90,000; Full time

Job summary

The Jim Joseph Foundation is seeking a Grants Operations Associate to support administrative, financial, and communications tasks related to grantmaking. You will coordinate with the Program Team and report to the Senior Director of Grants Management and Compliance.

This role involves managing data, preparing board materials, and collaborating with Finance and COO on grants processes and special projects. Flexibility and strong organizational skills are essential.

Qualifications

• Bachelor’s Degree required, or equivalent experience
• Minimum five years in operational roles; philanthropy or Jewish communal organizations a plus
• Proficiency with Microsoft Office; strong data management and reporting skills
• Experience with relational databases; Fluxx a plus
• Strong organizational skills and attention to detail; excellent written and verbal skills

Responsibilities

• Provide project management support for grantmaking and reporting
• Draft and edit award letters and transmittals
• Prepare and process grant payments and related documents
• Develop board materials and manage Board Book production timeline
• Coordinate administrative support across Grants Management, Program, and Finance teams

Skills

Data management

Attention to detail

Communication skills

Project coordination

Independent work

Education

Bachelor's Degree or equivalent experience

Tools

Excel

Word

Outlook

PowerPoint

Fluxx

Job description

Reports To: Senior Director of Grants Management and Compliance

Direct Reports: N/A

OUR MISSION & VISION:

Honoring the vision and legacy of its founder, the Jim Joseph Foundation is committed to the continued flourishing of the Jewish people and the culture, wisdom, and practices of Jewish life and learning. We work with grantee partners to help all Jews, their families and their friends lead connected, meaningful, purpose-filled lives and to make positive contributions to their communities and the world.

The Foundation manages over one billion dollars of assets, using all of its resources to foster compelling, effective Jewish learning experiences for young Jews in the United States.

JOB SUMMARY:

The Grants Operations Associate works closely with members of the Program Team, playing a part in supporting and coordinating various administrative, financial, and communications functions related to grantmaking within the Foundation. The Operations Associate provides a conduit role between the grantmaking function and other staff to ensure that grantmaking activities are smoothly conducted.

This is an ever-evolving position that requires flexibility and a range of skills including managing data and systems, broad administrative support, as well as working closely with the Senior Director of Grants Management and Compliance (SDGMC) and the Chief Operating Officer (COO) around grant-related communications, reports, and projects. A signature part of this role is project-managing the development of all board materials including the Board Book that presents all grant proposals, strategy documents and Foundation business items. Furthermore, this position acts in close partnership with the Program Team, Grants Management Team, and the Finance Team helping to bridge the programmatic work with the grantmaking guidelines and processes.

DUTIES AND RESPONSIBILITIES:

Grantmaking and Reporting

Provide project management support for the grantmaking process, including but not limited to:

• Prepare designated grantmaking reports on a monthly and quarterly basis for internal purposes and for the Board of Directors. Send out quarterly board reports via BoardEffect.
• Support Grants Manager in data entry into grants management system; help compile and maintain relevant grantee information.
• Draft and edit award letters andtransmittals.
• Prepare and process weekly grant payments and transmittals, monitor and file returned payment transmittals and complete declination letters.
• Participate in Program Team meetings in order to enhance and improve grantmaking operations and effiiciencies
• Cross‑train with and serve as the primary back‑up to the Grants Manager.

Quarterly Board Meetings

• Work with SDGMC to manage meeting agenda and the development of materials for quarterly Board meetings.
• Shepherd the development of board meeting materials and direct the production of the Board Book and all steps therein.
  • Update and maintain Board Book production timeline and calendar.
  • Assist, facilitate, and organize the development, review, and production of Board Book materials.
  • Work with outside vendor to facilitate Board Book production.
  • Upload and maintain electronic copy of Board Book on BoardEffect.
  • Maximize the usage of the BoardEffect system.

Administrative and Project Management

• Serve as administrative liason to Chief Program Officer; provide administrative support to include scheduling/managing calendar, expense reports, and grant monitoring tasks as assigned.
• Provide admistrative support for Grants Management Team including support for SDGMC—external scheduling and special projects.
• Partner with COO and members of the program team to work on a variety of projects as assigned, including Foundation convenings, special grant initiatives, and intersection(s) of communications and grantmaking.
• Cross‑train in reception duties to serve as a potential back up.

Perform other related projects or work as required.

EXPERIENCE, EDUCATION, AND PERSONAL QUALIFICATIONS:

• Bachelor’s Degree required, or equivalent experience
• Minimum of five or more years of professional experience in operational roles, or equivalent; experience in philanthropy a plus, experience with Jewish Communal organizations a plus
• Mastery of Microsoft Office products especially Excel, Word, Outlook, and Power Point required;
• Strong data management and reporting skills; experience working with relational databases required, experience with Fluxx a plus
• Strong organizational skills and impeccable attention to detail and accuracy
• Excellent written and verbal skills; high level of customer‑service orientation
• Work well independently and with a team; excellent interpersonal skills required—able to interact with staff at all levels of the organization and persons outside the organization in a professional, courteous, and culturally sensitive manner
• Excellent time management skills with a results‑oriented focus, and ability to prioritize and manage multiple tasks and deadlines concurrently
• Dependable, proactive, and able to work under the pressure of tight deadlines
• High degree of integrity and ability to exercise sound judgment
• Professional demeanor, dependability, integrity, good judgment, and sense of humor

The Jim Joseph Foundation is an Equal Opportunity Employer in compliance with the Americans with Disabilities Act and all other applicable federal, state and local laws. We consider qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, veteran status, or any other protected factor.