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Grants Manager

Grants Manager
Job Description: 


Position Title: Grants Manager

Location: San Francisco

Reports to: Director of Grants Administration

Status: Permanent, Full Time, Exempt

Application Deadline: Open Until Filled

Foundation overview

The James Irvine Foundation is a private, nonprofit grantmaking foundation dedicated to expanding opportunity for the people of California. The Foundation’s current focus is a California where all low-income workers have the power to advance economically. Since 1937 the Foundation has provided more than $1.87 billion in grants to organizations throughout California. With about $2.3 billion in assets, the Foundation made grants of $95.9 million in 2018. We have about 50 staff in two offices, one in San Francisco and the other in Los Angeles.


Reporting to the Director of Grants Administration, the Grants Manager contributes to the efficient and effective management and implementation of the Foundation’s policies and procedures related to grants administration. The Grants Manager is the point person for grant pipeline management, orientation, training, and support for Program Associates. The Grants Manager oversees the grantmaking platform and online grant application system, including tracking of all proposals and the processing of grants. This role regularly manages several projects within the Grants Administration Department and may also lead other interdepartmental efforts for Irvine. In addition, the Grants Manager works closely with the Grants Assistant to ensure that information is exchanged and procedures are followed, as necessary, to facilitate responsible and efficient grantmaking across the Foundation.


1.  Policies and Procedures

  • Assists with the establishment, comprehensive documentation, and implementation of Grants Administration policies and procedures
  • Responsible for data integrity, data management, and information flow in Salesforce
  • In conjunction with the Director of Grants Administration, develops and executes Grants Administration training for new staff
  • Provides ongoing guidance and training to Program Associates, individually and at monthly meetings

2.  Grants Processing

  • Manages the processing of grants, including the Director and Staff Discretionary Grants, Flex Grants, and Memberships/Sponsorships
  • Manages the pipeline of grantmaking from intake through review to approval and closeout

3.  Legal Compliance

  • Maintains familiarity with IRS rules and regulations, as they pertain to the grantmaking process, both for private foundations and for grantees
  • As requested, assists the Director of Grants Administration with reviewing grant materials for compliance with IRS rules and the Irvine trust restrictions, including Staff and Director Discretionary Grants
  • Prepares the IRS schedules of payments for review by Director of Grants Administration
  • Assists with the annual audit, tax preparation, and internal audits, as needed

4.  Grants Database and Online Application System         

  • Oversees the utilization and maintenance of the grantmaking platform (Salesforce) and online application system (which tracks all inquiries, proposals, grants, and contacts), including related staff training
  • Works with the Director of Grants Administration and the Senior Technical Architect to execute enhancements and upgrades to Salesforce and the online portal. 
  • Serves as lead Project Manager for process improvement and enhancements to systems and processes as assigned by the Director of Grants Administration

5.  Grant payments and Reports

  • Manages monthly grant payments process
  • Oversees monthly payment letters prepared by the Grants Assistant
  • Monitors grantees with overdue reports and communicates with grantees as needed to ensure timely receipt of reports
  • Creates specialized data reports as requested by Foundation staff
  • Produces grant listings for press releases and the annual report

6.  Other

  • Develops and maintains relationships with the broad philanthropic community to keep current on innovative approaches in grants administration in other foundations and nonprofit organizations
  • Completes other tasks as requested by the Director of Grants Administration
  • Works collaboratively in cross-disciplinary teams with colleagues at the Foundation to advance the mission of the Foundation as needed

Education and experience

  • A strong desire to contribute to the mission of The James Irvine Foundation
  • Master’s degree preferred, in Nonprofit Management or Public Administration; or an equivalent education or work history to effectively execute the duties of the role.
  • Three to five years of increasingly responsible experience in grants administration
  • Experienced Salesforce user, preferable with Administrator experience
  • Demonstrated Project Management background

Desired Skills and Abilities

  • Attention to detail, integrity, and judgment
  • Experienced relationship manager with a customer service orientation and excellent oral, written communication and interpersonal skills
  • Ability to work well independently, as well as with a team
  • Excellent time management skills, able to prioritize projects with timely follow through

Application Process

Interested applicants should submit their cover letter and resume to:


Mail: The James Irvine Foundation

Talent Department

One Bush Street, Suite 800

San Francisco, CA 94104

The James Irvine Foundation offers an attractive benefits package. The Foundation is an Equal Opportunity Employer, and we encourage applicants who reflect the diversity of California. Qualified applicants with criminal histories will be considered pursuant to the San Francisco Fair Chance Ordinance (“FCO”).

The Foundation greatly appreciates all expressed interest.