Job Description

PROGRAM ASSISTANT, PEOPLE AND PLACE TEAMS

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 Program Assistant provides overall administrative, operational, and process support for the People and Place Teams within the Foundation’s Community Impact Department. .

REPORTS TO: Dual Reporting to Director, People Pathway and Director, Place Pathway

RESPONSIBILITIES

General Administrative Support

• Provides assistance with calendar/scheduling, travel arrangements, expense reimbursement, and other administrative support services for the pathway Directors and other staff of the team under the guidance of the Directors.
• Acts as 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 transcribe recorded notes, information, and reports. 
• Coordinates paperwork and documents 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, Front Desk Reception, and staff colleagues as appropriate.
• Assist in other administrative processes including but not limited to generating stipends for external partners, filing for reimbursements, and managing listservs for team staff as well as grantees.

Grantmaking Support

• Assists in creating and managing timelines for grant processes. 
• Triage grant seeker and other external inquiries to the right person on the team.
• Answer basic inquiries from constituents re: timelines and other FAQs.
• Accurately completes coding and information updates in the Foundation’s grantmaking and CRM systems.
• Drafts requests for waivers and expedites memos for review by Senior Director.
• Creates standard and customized reports utilizing several different applications/databases.
• Provides back-up grantmaking support to other Program Assistants and staff colleagues as appropriate.

Convenings/Events Management

• At the Direction of the Senior Director, this position is responsible for managing logistical aspects of in person and online 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(s) for ongoing or time-limited projects or programs within the core program team.

QUALIFICATIONS

• A minimum of 2-3 years of experience providing administrative support and working on a team.
• Highly organized with a strong attention to detail; ability to manage multiple priorities to ensure successful project management and timely completion of tasks.
• Tech savvy with strong ability to learn and navigate various applications and platforms for scheduling, communication, project management, grants management, budgeting, and customer relationship management.
• Strong customer service mindset including tactful communication, active listening, dependability, diplomacy, timely responsiveness, and follow-through.
• Works well independently, takes initiative, and is proactive in implementing efforts to strengthen individual and team efficiency as well as administrative or logistical organization.
• Ability to effectively communicate both verbally and in writing.
• 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 is a plus.
• Experience in community engagement or organizing a plus.

SKILLS

• Strong interpersonal/soft 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 competitive benefits package.

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

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