Program Assistant, Koshland Program (SFF)

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

Program Assistant, Koshland Program (SFF)

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.