Grants Operations Coordinator

Jobtailor; San Francisco (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Jobtailor in San Francisco is looking for an organized Grants Administrative Assistant to support grants managers with document prep, data entry, and meeting coordination. You will maintain digital client files, ensure compliance, and assist with grant payments and reporting.

You'll join a collaborative nonprofit-focused team, using tools like Asana and Microsoft Office, and you'll interact with foundation staff and grant applicants with professionalism and care.

Qualifications

• Minimum of one year of administrative experience in philanthropy and/or the nonprofit sector.
• Highly organized and detail-oriented with a methodical approach to managing tasks, documentation, and data from start to finish.
• Proven ability to follow through on responsibilities with accuracy and deadlines.
• Comfortable working within established systems and processes, managing multiple assignments.
• Collaborative team player who supports colleagues.
• Excellent interpersonal and customer service skills with professional communication.
• Strong written communication and proofreading abilities.
• Proficiency in Microsoft Office and database programs; able to learn new systems.
• Respectful when working with diverse stakeholders in Bay Area community.
• Genuine interest in the Bay Area nonprofit sector.

Responsibilities

• Support grants managers by preparing, compiling, and printing client materials; verifying compliance; and generating grant documents and payments.
• Input grant information into the grants management database and other systems with precision, including verifying grantee eligibility and contact information.
• Maintain organized, complete digital client files, including grant agreement documentation.
• Host onsite client meetings; update and maintain meeting schedules; take meeting minutes as needed.
• Coordinate logistics for on-site and off-site meetings, including space rental, catering, travel arrangements, technology setup, and room preparation.
• Manage a shared inbox to respond to technical support inquiries from applicants across all clients; assist with maintenance of client websites.
• Manage and track assigned tasks using team project management tools (e.g., Asana), including updating task status, communicating progress, and collaborating with team members to ensure deadlines are consistently met.
• Proactively seek opportunities to support team members; work with your supervisor to monitor workload and capacity, and step in where the team needs you most.
• Assist the Operations Department with facilities and office management as needed.
• Participate in Grants Management team meetings and professional development opportunities; assist grants management and operations staff as requested.

Skills

Administrative experience

Detail-oriented

Collaborative team player

Interpersonal skills

Written communication

Microsoft Office

Database skills

Learning new systems

Diversity awareness

Bay Area knowledge

Tools

Asana

Microsoft Office

Database systems

Job description

Jobtailor in San Francisco is looking for an organized Grants Administrative Assistant to support grants managers with document prep, data entry, and meeting coordination. You will maintain digital client files, ensure compliance, and assist with grant payments and reporting.

You'll join a collaborative nonprofit-focused team, using tools like Asana and Microsoft Office, and you'll interact with foundation staff and grant applicants with professionalism and care.