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Grants Associate

Grants Associate
Application Deadline: 
Monday, March 1, 2021
Job Description: 

Position Summary

The Grants Associate is an entry-level, but key role that provides administrative support to the grants management team, the Foundation, and its affiliated 501(c)(4) organization, the Heising-Simons Action Fund. This full-time (37.5 hours per week) nonexempt position reports to the Director of Grants Management and will be part of a team that currently consists of five people. The position is based in either our Los Altos or San Francisco office. During the COVID-19 pandemic, all Heising-Simons Foundation staff are working remotely. When our offices do re-open, returns will be flexible and gradual to accommodate staff needs.

The Grants Management team ensures scalable, effective, and efficient grantmaking systems and processes and works closely with all departments across the Foundation, especially grantmaking teams, legal counsel, IT, finance, and the executive staff. The Grants Associate is often the first point of contact for the grants management team with grantees and grantmaking staff. In 2020, the Grants Management team processed over $140M in over 600 transactions. It is anticipated that the volume and award amount will be about the same for 2021. This position is an opportunity to learn about the field of philanthropy, grants management, and tools like Salesforce, DocuSign, and Box. Candidates are not expected to have experience in all areas listed in the job description.

Primary Responsibilities

  • Provide support internally to the grants management team and Foundation staff as well as to grantees regarding grant requirements, grants status, and grants management portal questions while maintaining a positive and productive work relationship with a wide range of grantees, organizations, and individuals.
  • Generate grant agreements, amendments, and cancelation letters, and review related grant data.
  • Email award notifications and send grant agreements, amendment letters, and cancelation letters, via DocuSign.
  • Monitor the status of outstanding grant agreements and follow up with grantees, as needed.
  • Maintain documentation of negotiated grant agreement language.
  • Ensure proper receipt and logging of signed grant agreements, amendment letters, and cancelations.
  • Work closely with the Finance team to manage any payment issues, including refunds and cancelations.
  • Provide general oversight of the Foundation and Action Fund grant budgets managed in the grants management platform, Salesforce.
  • Oversee the mailbox for transmission of correspondence and reply or triage as necessary.
  • Provide data-entry support for data integrity projects.
  • Work with the grants management team to refine grantmaking processes and document internal and Foundation policies and procedures.
  • Maintain accurate electronic grant files, according to Foundation processes, using Box and Salesforce to manage grant information.
  • Provide administrative support for the grants management team and assist with meeting scheduling and planning, as needed.
  • Participate in Foundation-wide meetings, cross-department committees, training programs, and other tasks, as needed.
  • Be able to explain the Foundation’s history, values, and current funding initiatives.


  • 3+ years of relevant administrative experience.
  • Excellent written and interpersonal communication skills.
  • Proficient in all Microsoft Office applications.
  • Able to plan and prioritize workflow and meet deadlines.
  • Solution-oriented and comfortable taking initiative and working independently.
  • Excellent attention to detail and follow-through.
  • Flexible and willing to assist others, when needed.
  • Experience with grants management databases, preferably Salesforce is highly desired.
  • A strong interest in philanthropy, grants management, and/or nonprofit organizations.
  • Working knowledge of DocuSign and Box applications preferred, but not required.
  • A sense of teamwork, community, humor, and integrity.

Compensation and Benefits

  • The starting salary for this position is $70,000 to $75,000 per year, depending on skills and experience. We conduct an annual review of our salary ranges and make adjustments based on data from our peer organizations.
  • We offer a comprehensive employee benefits package that includes employer-paid medical, dental, and vision insurance for employees and dependents, long-term disability, business travel, and life insurance, flexible spending accounts for medical and child care expenses, a 401(k) plan (with a matching contribution of up to 16%), commuting assistance, an employee assistance program (EAP), tuition reimbursement and a generous professional development budget, matching gifts, fitness reimbursements, fertility assistance, mental health counseling, and identity theft protection. In addition, we allow schedule flexibility and telecommuting, with manager’s approval.
  • Paid time off includes:
    • Vacation: starts with three weeks/year, with increases based on tenure
    • Sick: 12 days/year
    • Personal Days: two days/year
    • Family Medical Leave
    • Parental Leave
    • Holidays
  • Martin Luther King, Jr. Day
  • President’s Day
  • Memorial Day
  • Juneteenth
  • Independence Day
  • Labor Day
  • Veterans Day
  • Thanksgiving Day (and the day after)
  • Year-End Break (Christmas Eve through New Year’s Day)

Our success is dependent on our ability to build teams that include people with different experiences who can challenge each other’s assumptions with new perspectives. We encourage people of color, from under-resourced communities, immigrants, LGBTQ+, and others with diverse perspectives and experiences to apply.