Impact Programs & Grants Administrative Specialist

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

Job summary

The San Francisco Foundation seeks a Program Assistant to support the Koshland Program with comprehensive administrative, operational, and process backing. This fully skilled role helps keep program activities on track and supports collaborative, results-driven philanthropy.

Responsibilities include calendar management, travel arrangements, expense processing, minutes, and correspondence; grantmaking support, CRM updates, and reporting; plus coordinating convenings and project tasks within a

Qualifications

• Minimum five years of solid administrative experience providing support and working on a team.
• Highly organized with a strong understanding and expertise in both computer and office systems.
• Works well under minimal supervision by taking initiative, ensuring successful project management, and timely completion of all tasks.
• Ease in producing quality work in a high-production environment.
• Ability to effectively communicate both verbally and in writing, highly skilled with great attention to detail.
• Creates positive, long-term working relationships by demonstrating a commitment to customer service, tact, dependability, diplomacy, and flexibility.
• Knowledge of basic finance and accounting practices.
• Experience working in non-profit and/or philanthropy a plus.

Responsibilities

• Provide admin support to the Koshland Program Director and team.
• Manage calendar/scheduling, travel arrangements, expense reimbursement, and other administrative tasks for the Koshland Program Director.
• Serve as primary information contact, respond to inquiries, and draft and disseminate meeting minutes.
• Draft and edit correspondence and transcribe notes, information and reports.
• Coordinate paperwork flow, filing systems, correspondence, mail, and inter-office communications.
• Process consulting and vendor contracts and invoices; train new team members on procedures; support other staff as needed.
• Assist in creating grant program timelines and manage timelines to keep processes on track.
• Respond to grant seeker questions related to grantmaking systems, timelines, forms, and processes.
• Review/grant submissions for completeness and track documentation; update CRM systems.
• Draft requests for waivers and expedite memos; create reports using various applications/databases.
• Train new team members on grantmaking systems; provide back-up support to staff.
• Conduct grantee/org research for donor stewardship and website updates for the program.

Skills

Microsoft Office

SalesForce

Fluxx

Database applications

Tools

SalesForce

Fluxx

Job description

The San Francisco Foundation seeks a Program Assistant to support the Koshland Program with comprehensive administrative, operational, and process backing. This fully skilled role helps keep program activities on track and supports collaborative, results-driven philanthropy.

Responsibilities include calendar management, travel arrangements, expense processing, minutes, and correspondence; grantmaking support, CRM updates, and reporting; plus coordinating convenings and project tasks within a