Program Assistant, Koshland Program (SFF)

The San Francisco Foundation - San Francisco, CA; San Francisco (CA); On-site; USD 60,000 - 75,000; Full time

Job summary

The San Francisco Foundation is seeking a Program Assistant for the Koshland Program to provide essential administrative, operational, and process support in a fast-paced nonprofit setting. This role reports to the Koshland Program Director and collaborates with the program team to keep initiatives on track.

Responsibilities include calendar management, travel planning, grantmaking coordination, CRM data updates, and event logistics.

Qualifications

• Five years of solid administrative experience providing support and working on a team.
• Highly organized with strong computer and office systems expertise.
• Ability to work with minimal supervision and drive projects to timely completion.
• Strong written and verbal communication with attention to detail.
• Customer service mindset and diplomacy in a nonprofit setting.

Responsibilities

• Provide general administrative support to the Koshland Program Director and team.
• Coordinate calendars, travel arrangements, expenses, and correspondence; draft minutes.
• Manage grantmaking timelines, data entry, and CRM updates; prepare reports.
• Oversee logistics for convenings and events, including vendor coordination and RSVPs.

Skills

Administrative support

Communication

Nonprofit experience

Microsoft Office

Time management

Teamwork

Tools

Salesforce

Fluxx

Job description

Program Assistant, Koshland Program (SFF)

Posted on October 29, 2018

ORGANIZATION OVERVIEW

With more than $1.4 billion in assets, The San Francisco Foundation is one of the largest community foundations in the country. The foundation is committed to expanding opportunity and ensuring a more equitable future for all in the Bay Area. Together with its donors, the foundation distributed $150 million to nonprofit organizations last fiscal year. The San Francisco Foundation serves Alameda, Contra Costa, Marin, San Francisco, and San Mateo Counties.

REPORTS TO: Koshland Program Director

POSITION SUMMARY

The Program Assistant provides overall administrative, operational, and process support for the Team within the Foundation’s Program Department. This is a fully skilled assistant level position.

RESPONSIBILITIES

General Administrative Support

• This position provides administrative support to the Koshland Program Director
• Provides assistance with calendar/scheduling, travel arrangements, expense reimbursement, and other administrative support services for the Koshland Program Director
• Acts as a primary information contact responding to intra-office and public inquiries and requests for information and redirecting inquiries and requests as appropriate. Drafts and disseminates minutes from meetings and convenings.
• Drafts and edits correspondence and transcribes recorded notes, information and reports.
• Coordinates paperwork flow, including establishing and maintaining filing systems, correspondence, mail, and inter-office communications.
• Processes consulting and vendor contracts and invoices. Trains new team members on administrative procedures. Provides back-up support to other Program Assistants and staff colleagues as appropriate.

Grantmaking Support

• Assists in creating timelines for grant program(s) and has primary responsibility for managing timelines to ensure processes stay on track.
• Responds to grant seeker questions related to TSFF grantmaking systems, timelines, forms completion and processes.
• Reviews and/or tracks grantee submissions to ensure completeness and timely submissions and acquires missing documentation as needed.
• Accurately completes coding and information updates in the Foundation’s grantmaking and CRM systems.
• Drafts requests for waivers and expedite memos for review by the FAITHS Program Manager &Multicultural FellowshipOfficer.
• Creates standard and customized reports utilizing several different applications/databases.
• Assists in training new team members on grantmaking systems and processes.
• Provides back-up support to Program Assistants and staff colleagues as appropriate.
• Conducts grantee/org research in support of donor stewardship and cultivation. Updates specific areas of the TSFF website for the programmatic team.

Convening/Event Support

• Has primary responsibility for managing all logistical aspects of convenings and events that are hosted by the programmatic team.
• Tasks include but are not limited to vendor negotiation, ongoing communication with speakers and attendees, coordination with Marketing and Communications staff on collateral, tracking RSVPs, day‑of‑event management, monitoring expenditures, and final payment of invoices.

Project Support

• Provides administrative support and coordination of specific tasks as assigned by the supervisor for ongoing or time‑limited projects or programs within the core program team.

QUALIFICATIONS

• A minimum of 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.

SKILLS

Requires strong computer skills specifically in Microsoft applications (Word, Excel, Outlook, and PowerPoint) and database applications. Familiarity with using SalesForce and/or Fluxx a plus.

COMPENSATION:Commensurate with background and experience in addition to a very competitive benefits package.

The San Francisco Foundation is an equal opportunity employer and encourages people of diverse backgrounds to apply.