PROGRAM ASSISTANT FOR FAITHS PROGRAM AND POWER TEAM
With more than $1.5 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 $154 million to nonprofit organizations last fiscal year. The San Francisco Foundation serves Alameda, Contra Costa, Marin, San Francisco, and San Mateo Counties.
The Administrative Assistant provides overall administrative, operational, and process support for the FAITHS Program and Power Team within the Foundation’s Community Impact Department. This is a fully skilled assistant level position.
Reports To: FAITHS Program Officer:
Description: This position provides administrative and project support to the FAITHS Program Officer & Power Senior Director. Excellent position for growth and professional development.
General Administration and Project Management
- Heavy calendar/scheduling, travel arrangements, expense reimbursement, and other administrative support.
- Primary 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, newsletter, and transcribe recorded notes, information, and reports.
- Coordinates paperwork flow, including establishing and maintaining electronic 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, Front Desk Reception, and staff colleagues as appropriate.
- Provides administrative support and coordination of specific tasks as assigned by the FAITHS Program Officer for ongoing or time-limited projects.
- Creates timelines for grant program(s) and has primary responsibility for managing timelines to ensure processes stay on track.
- 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 Officer.
- Creates standard and customized reports utilizing several different applications/databases.
- Trains new team members on grantmaking systems and processes.
Community Impact and Relationship Management
- Primary contact for grant seeker questions related to TSFF grantmaking systems, timelines, forms completion, and processes.
- Track community impact expansion efforts in across multiple counties in CRM system.
- Provide technical training to FLC as necessary.
- Schedule ongoing/regular contact for FAITHS Program Officer to connect with current grantees.
Data Management and Analysis
- Maintain data quantifying FAITHS community impact and donor activity.
- Coordinate with internal teams to create communications materials and reports.
- Integrate information into presentations and other forms of communications relevant to readership.
- Conducts grantee/org research in support of donor stewardship and cultivation.
- Creates standard reports reflecting community impact and donor activity data.
Marketing and Communications
- Update FAITHS website page on quarterly basis to ensure timeliness and information accuracy.
- Manage full process for creating weekly newsletter, timely email communications to FLC, and interoffice communications.
- Manage FAITHS social media presence through planning and calendaring information release to appropriate systems.
- Updating, editing FAITHS PowerPoint to ensure information accuracy and relevancy based on readership.
- Has primary responsibility for managing all logistical aspects of regular meetings and special events hosted by FAITHS.
- 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.
- A minimum of 2-3 years of solid administrative experience providing support and working on a team.
- Ability to balance competing priorities while maintaining a high level of accuracy.
- Highly organized with a strong understanding and expertise in both computer and office systems.
- Works well under minimal supervision by critical thinking, problem resolution, anticipating needs, taking initiative, ensuring successful project completion, and tasks tracking for timely delivery.
- 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 and elevates the 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.
- Undergraduate degree or combination of work experience and education preferred.
- 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.
- Commensurate with background and experience in addition to a competitive benefits package.
The San Francisco Foundation is an equal opportunity employer and encourages people of diverse backgrounds to apply.