Our diverse, visionary, and multi-talented staff bring their expertise to The San Francisco Foundation in a shared calling to work for positive change across the Bay Area. When available, we will post opportunities for you to join us in our work to make the Bay Area the best place it can be.

Development & Donor Services Assistant

Development & Donor Services Assistant
Full-Time, Non-Exempt

ORGANIZATION OVERVIEW

The San Francisco Foundation (TSFF) is the community foundation serving the Bay Area since 1948, granting more than $800 million over the past ten years. Through the generosity and vision of our family of donors, TSFF has over $1 billion in assets and awarded grants totaling more than $90 million in FY 2013. TSFF brings together donors and builds on community assets through grantmaking, lending, leveraging, public policy, advocacy, civic engagement and leadership development in the areas of community health, community development, arts and culture, the environment, and education. The San Francisco Foundation serves San Francisco, Alameda, Contra Costa, Marin, and San Mateo Counties.

REPORTS TO: Planned Giving Officer

POSITION SCOPE AND RESPONSIBILITIES

The Development & Donor Relations Assistant is a key member of the Foundation’s the Development and Donor Services Team. This person provides administrative support to the Planned Giving Officer and other members of the Development & Donor Services Team, and oversees key activities in the planned giving program. Administrative support includes but is not limited to the following activities:

  • Coordinate paperwork flow; calendar management; establish and maintain filing systems; and draft and edit donor /estate communications.
  • Provide direct and poised customer service, working with donors, professional advisors, and estate executors as needed. Work with and maintain sensitive and confidential financial and estate planning matters.
  • Oversee all stewardship activities for Bay Area Promise (Legacy) Society members. Actively manage Legacy Society membership lists. Welcome new Legacy Society members and document donor preferences for Legacy Society recognition. Work with Marketing and Communications Department to accurately list Legacy Society donors in Foundation donor recognition materials. Respond to all requests for planned giving information.
  • Assist in the development and distribution of materials, information and mailings to aid the Development and Donor services Team in the solicitation and cultivation of planned giving donors and prospects.
  • Serve as business owner for planned giving record maintenance – confirm, update and manage the Raiser’s Edge database records for active planned gifts, bequest expectancies and active tracking of deceased donor’s estates, consulting with Development Coordinator as needed.  Ensure all planned giving donor data is up to date, including estate expectancy and estate settlement documentation and executor, trustee and other professional advisor contact information.
  • Maintain charitable trust files, investment statements and accounting documents. Create standard and customized reports utilizing several different applications/databases. Take initiative to create process and system efficiencies as needed.
  • Identify and coordinate legal documents for estate settlement and charitable remainder trust tax administration. Assist with processing of new planned gifts and realized bequests. Work with DAFs, unrestricted, designated and endowed fund types and all phases of fund administration.
  • Manage and provide support to new and existing development projects as needed.
  • Serve as administrative lead for the annual Legacy Luncheon. Provide logistical support for large and small meetings, convenings, and events including working with caterers, reserving facilities, setting up meetings, taking minutes, mailing invitations, managing mailing lists, developing speaker and attendee profiles, and managing registration and other on-site logistical activities.
  • Make travel arrangements, file expense reports, and track department expenses and payments.
  • Work collaboratively with tact and diplomacy when dealing with a variety of internal and external constituencies. Provide back-up support to other administrative staff in the Development and Donor Services Department.
  • Participate in staff meetings, professional development activities, internal committees, and cross-departmental projects as appropriate.

QUALIFICATIONS

The ideal candidate is a team player, professional, upbeat, energetic, takes initiative and effectively represents the San Francisco Foundation in a variety of settings. Strong commitment to the nonprofit sector and sensitivity to diverse populations and communities required.

  • Minimum five years professional administrative support experience in a team-oriented organization, with a commitment to excellence in supporting its clients and partners.
  • Undergraduate degree preferred.
  • Possess ability to comprehend complex legal, tax, and account documents.
  • Strong oral and written communication skills, and strong listening and analytical skills.
  • Exceptional attention to detail, follow-through and proven ability to juggle multiple tasks, prioritize and meet deadlines is required.
  • Possess strong project management and organizational skills and detail orientation.
  • Preference will be given to candidates with at least one year work experience as a planned giving assistant, paralegal or legal researcher focused on estates and trusts.
  • Direct donor/client relations experience is highly desired.

TECHNICAL ABILITY AND SKILLS

  • Advanced computer skills in the Microsoft environment including Outlook, Word, Excel, PowerPoint, and Raiser’s Edge.
  • Windows Operating Systems.
  • Must have the desire and ability to quickly learn new applications as they are introduced into the work environment and as appropriate, assist in training other team members in using these applications.

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

APPLICATION DEADLINE: August 15, 2014

TO APPLY: Send resume with cover letter to resumes@sff.org.

 Click here for a print-friendly job posting.

 

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

Development Assistant

Development Assistant
Full-Time, Non-Exempt

ORGANIZATION OVERVIEW

The San Francisco Foundation (TSFF) is the community foundation serving the Bay Area since 1948, granting more than $800 million over the past ten years. Through the generosity and vision of our family of donors, TSFF has over $1 billion in assets and awarded grants totaling more than $90 million in FY 2013. TSFF brings together donors and builds on community assets through grantmaking, lending, leveraging, public policy, advocacy, civic engagement and leadership development in the areas of community health, community development, arts and culture, the environment, and education. The San Francisco Foundation serves San Francisco, Alameda, Contra Costa, Marin, and San Mateo Counties.

REPORTS TO: Vice President for Development & Donor Services, and Director of Business Development

POSITION SCOPE & RESPONSIBILITIES

Provide administrative support to the Vice President for Development & Donor Services, Director of Business Development and other members of the Development & Donor Services Team. Support includes but is not limited to the following activities:

  • Coordinate paperwork flow, calendar management, establish and maintains electronic and paper filing systems; draft and edit correspondences.
  • Support and assist the department with mailings and surveys, project research, responds to donor requests for information, and track all contact with donors in the Raiser’s Edge database.
  • Provide logistical support for large and small meetings, convenings, and events including working with caterers, reserving facilities, setting up meetings, mailing invitations, managing mailing lists, developing speaker and attendee profiles, and managing registration and other on-site logistical activities.
  • Handle administrative details associated with the Development & Donor Services Committee and Professional Advisors Council, including preparing and distributing notices, agendas, meeting materials, and minutes. Create standard and customized reports utilizing several different applications and databases.
  • File expense reports, check requests and track department expenses and payments.
  • Work closely with the Development & Donor Services Coordinator to track department activities, update policies and procedures, and maintain accurate information in the Raiser’s Edge database.
  • Work collaboratively with, and act as a liaison between other Foundation departments in executing administrative processes, and provide back-up support to other administrative staff in the Development & Donor Services Department.
  • Participate in staff meetings, professional development activities, internal committees, and cross-departmental projects as appropriate. Serve as a member of internal committees and workgroups.

QUALIFICATIONS

The ideal candidate has a poised, confident, and professional style, with strong interpersonal skills for effectively representing The San Francisco Foundation in a variety of settings. Must be a proven self-starter, with a demonstrated commitment to outstanding customer service. Exceptional attention to detail and follow-through in addition to proven ability to effectively juggle multiple tasks, prioritize, and meet deadlines is required.

  • Minimum five years professional administrative support experience in a team-oriented organization, with a commitment to excellence in supporting its clients and partners.
  • Strong oral and written communication skills, and strong listening and analytical skills.
  • Exceptional attention to detail, follow-through, and proven ability to juggle multiple tasks, prioritize and meet deadlines is required.
  • Undergraduate degree preferred.
  • Preference will be given to candidates with at least one year of work experience as a planned giving assistant, paralegal or legal researcher focused on estates and trusts.
  • Direct donor/client relations experience is highly desired.

TECHNICAL ABILITY AND SKILLS

  • Advanced computer skills in the Microsoft environment including Outlook, Word, Excel, PowerPoint.
  • Skilled in using Raiser’s Edge and other database programs is strongly desired.
  • Must have the desire and ability to quickly learn new applications as they are introduced into the work environment and as appropriate, assist in training other team members in using these applications.

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

APPLICATION DEADLINE: August 15, 2014

TO APPLY: Send resume with cover letter to resumes@sff.org.

 Click here for a printer-friendly job posting.

 

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

Manager of Grants Administration

Manager of Grants Administration
Full-Time, Exempt

ORGANIZATION OVERVIEW

The San Francisco Foundation (TSFF) is the community foundation serving the Bay Area since 1948, granting more than $800 million over the past ten years. Through the generosity and vision of our family of donors, TSFF has over $1 billion in assets and awarded grants totaling more than $90 million in FY 2013. TSFF brings together donors and builds on community assets through grantmaking, lending, leveraging, public policy, advocacy, civic engagement and leadership development in the areas of community health, community development, arts and culture, the environment, and education. The San Francisco Foundation serves San Francisco, Alameda, Contra Costa, Marin, and San Mateo Counties.

REPORTS TO:  Chief Operating Officer

POSITION SCOPE AND RESPONSIBILITIES

The Manager of Grants Administration is responsible for all tracking, reporting, analysis, and administration of all grants and grant proposals. In collaboration with the Vice President of Programs, the Vice President of Development and Donor Services, and other Foundation staff, the Manager of Grants Administration develops, recommends, and implements all Foundation policies and procedures related to the grantmaking processes – from inquiry and application intake through final reporting and administrative close. The work is supported by two Grants Assistants and a Grants and Donor Relations Assistant who report directly to the Manager of Grants Administration. The Manager of Grants Administration is the primary business owner of TSFF’s proprietary Grants Management System (GMS), including data integrity and process improvement. Working with the program staff, the Manager of Grants Administration also provides leadership for information management and reporting activities, ensuring that program staff have access to and utilize information that is captured in both the grants database and through other information sources (CRM systems, Raiser’s Edge and Financial Edge). The Manager of Grants Administration contributes to effective policymaking and strategy setting to advance the Foundation’s mission.

Staff Management and Foundation Leadership

  • Lead, manage, develop, and cross-train staff.
  • Hire, train, coach, and effectively evaluate staff to improve performance and skills.
  • Communicate to staff and others in a timely and effective manner.
  • Work collaboratively in cross-disciplinary teams to enhance the Foundation’s organizational effectiveness.
  • In close collaboration with other staff, develop and articulate the Foundation’s grantmaking philosophy and policies as well as update and communicate related guidelines or statements of policies and procedures.
  • Provide and oversee orientation for new staff on grants administration.
  • Manage department budget and administration.

Grant Processing

  • Ensure smooth coordination and communication between Program Department staff and Donor Services department managers for grant-related issues and Board material preparation.
  • Working closely with Program Department teams, provide lead support, formatting, production, and distribution of grant recommendations and other material for Board meetings. Oversee creation and maintenance of appropriate templates for staff.
  • Oversee the following: written and oral responses to, and processing and filing of, all information and inquiry requests; responses to and processing of proposals; processing and filing of grants; and closing out and archiving of grant files.
  • Serve as the point person for procedural questions throughout the grantmaking process. Write applicant guidelines for grantseeker’s guide, annual report, and website.
  • Working with the Director of Programs and the Program Coordinator, provide leadership, technical assistance, and training to program staff on grants process, reporting, compliance, evaluation, analysis, and innovation to ensure coordination between Program, Grants Administration, and Finance departments.
  • Design, document, communicate, and implement grants administration policies and procedures.
  • Oversee grant budgets, monitor and coordinate timeliness of grantmaking and payment preparation to smooth the flow of grants.
  • Manage, lead, and implement continuous improvement initiatives ensuring that solutions align with strategic goals.
  • Recommend policies for and oversee maintenance of grant files and archives, both paper and electronic.

Reporting and Analysis

  • Serve as key contact for tracking and communicating budget transfers/augmentations, and for monitoring and reconciling grants and program budgets.
  • Develop and implement mechanisms for conducting institutional research, documentation, analysis, and reporting on key data related to the Foundation’s programs and overall impact and effectiveness.
  • Oversee production of reports for internal and external use, on a regular basis and as needed by management, staff, and trustees, including grants activity reports, payout reports, regular monthly reports to staff, and semi-annual publication mailings. Work with staff to create useful standard and ad hoc reports.

Compliance

  • Ensure compliance with all laws applicable to the grantmaking process. Maintain up-to-date knowledge of IRS rules and regulations affecting the grantmaking process, both for community foundations and for applicants/grantees (for the latter, to the extent that the regulations might have an effect on the grantmaking process or to the extent that the grant might have an adverse effect on the grantee).
  • Coordinate aspects of the expenditure responsibility and provide audit support to the external auditor annually.
  • Oversee and monitor data accuracy, coding compliance, etc. and communicate and resolve grant-related data issues.

Grants Management System Application Lead

  • Understand the key foundation objectives that the Grants Management System is intended to support and communicate this understanding internally and externally.
  • Establish training goals and curriculum for training individuals to meet TSFF objectives via internal or external training sources.
  • Oversee every aspect of the Grants Management System and any vendor modifications including implementation, security, protocols, utilization, data integrity, maintenance, coding, reporting, analysis, and training.
  • Work collaboratively with other foundation staff and departments to ensure that maximum utility of the database is achieved for various uses and users of the product. Work with IT staff and external consultants to ensure ongoing quality of data and use.

QUALIFICATIONS

  • Bachelor’s degree in a technical or business related discipline (e.g., computer science, math, business administration, finance, etc.).
  • Minimum 5 years of experience managing and/or performing related technical, administrative, operational, grant compliance/management, and project management responsibilities.
  • Minimum 2 years grantmaking experience.
  • Strong analytical capabilities.
  • Knowledge of accounting procedures and processes for structuring projects
  • Ability to design and implement effective workflow processes and procedures.
  • Understanding of current IRS regulations related to foundations and knowledge and application of best practices in grantmaking.
  • Ability to communicate technical, budgetary, and program details to staff, grantees, and applicants.
  • Demonstrated ability to effectively train others. Strong active listening, oral, and written communication skills; demonstrated ability to work collaboratively, sell ideas, and influence outcomes across departments.

TECHNICAL ABILITY AND SKILLS

  • Strong information technology skills with a specific focus on database management, advanced Excel, Outlook, Word, and report writing skills using Access or Crystal Report applications.
  • Knowledge of CRM and grants management software.

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

APPLICATION DEADLINE: August 15, 2014

TO APPLY: Send resume with cover letter to resumes@sff.org.

Click here for printer-friendly job posting.

 

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

Program Department Administrative Assistant

Program Department Administrative Assistant
Full-Time, Non-Exempt

ORGANIZATION OVERVIEW

The San Francisco Foundation (TSFF) is the community foundation serving the Bay Area since 1948, granting more than $800 million over the past ten years. Through the generosity and vision of our family of donors, TSFF has over $1 billion in assets and awarded grants totaling more than $90 million in FY 2013. TSFF brings together donors and builds on community assets through grantmaking, lending, leveraging, public policy, advocacy, civic engagement and leadership development in the areas of community health, community development, arts and culture, the environment, and education. The San Francisco Foundation serves San Francisco, Alameda, Contra Costa, Marin, and San Mateo Counties.

REPORTS TO:  VP of Programs and Sr. Director of Initiatives

POSITION SCOPE AND RESPONSIBILITIES

The Program Department Administrative Assistant is responsible for providing day-to-day assistance and support to the VP of Programs and the Senior Director of Initiatives. Support includes, but is not limited to:

  •  General administrative support: scheduling, travel arrangements and calendar management; written, email and phone correspondence with other TSFF staff, funders, partners, and grantees; review and routing weekly Program Department account payables including leave requests, requests for reimbursements and payments, consultant contracts and vendor invoices.
  • Budget support: process all expense reimbursements for the VP of Programs and Senior Director of Initiatives, including monthly tracking of charges and backup documentation related to the Program Department credit card.
  • Administration of discretionary grants budget: entry and coding of applications in the Foundation’s grants database, and contact management in the Foundation’s constituent database, Raiser’s Edge.
  • Assistance with interdepartmental projects and requests: work with Marketing and Communications and Development and Donor Services materials; work collaboratively with and acting as a liaison between other Foundation departments in executing administrative processes; respond to intra-office and public inquiries as assigned.
  • Participate in staff meetings, professional development activities, internal committees, and cross-departmental projects as appropriate.

QUALIFICATIONS

Experience

  • Minimum five years professional administrative support experience or equivalent.
  • Demonstrated success with managing projects; ability to manage multiple competing tasks on a tight deadline.
  • Advanced computer skills in the Microsoft environment including Outlook, Word, Excel, and PowerPoint.
  • Knowledge of Raiser’s Edge (and/or other database/constituent management programs), MailChimp, WordPress, and experience with social media sites highly desired.
  • Undergraduate degree preferred.

Knowledge, skills, competencies

  • Highly organized, strong communication skills, both oral and written, in addition to very good listening skills.
  • Attention to detail and strong work ethic; self-starter with a track record that demonstrates a commitment to outstanding customer service.
  • Must work well in a collaborative, team environment as well as work effectively under minimal supervision by taking initiative and ensuring successful and timely completion of all tasks.
  • Personal integrity and the ability to engender trust, credibility, and confidence with a variety of constituencies.
  • Interest in philanthropy a plus.

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

APPLICATION DEADLINE: August 21, 2014

TO APPLY: Send resume with cover letter to resumes@sff.org.

Click here for printer-friendly job posting.

 

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