Administrative Assistant, Place Pathway

The Semi-monthly (per pay period) compensation for this position in FY23 is:

$3,150 per pay period

Location: San Francisco, CA Department: Community Impact Type: Full Time

Min. Experience: Intermediate

Organization Overview

The San Francisco Foundation (SFF) is the community foundation serving the Bay Area since 1948. With approximately $1.8 billion in assets, SFF works to advance regional equity through grantmaking, investments, public policy, advocacy, civic engagement, and leadership. The San Francisco Foundation serves the nine county Bay Area. 

POSITION SUMMARY The following sections are designed based on the Results Based Leadership for Racial Equity

Boundaries

The Place Pathway is a division of the Community Impact Department at the San Francisco Foundation, focusing on advancing the foundation’s equity agenda through targeted philanthropic o nonprofit organizations and community anchors.

The Place Pathway focuses on retaining the vibrant cultural and ethnic character of communities across the Bay Area by supporting neighborhood and place-based strategies for arts and culture, equitable community development, affordable housing, and anti-displacement. The aim of the Place Pathway is to ensure that the region’s neighborhoods are places where all residents can live, work, thrive and create.

Place priorities are:

• Arts and Culture: Fostering a sense of belonging and connectedness while amplifying diverse voices;
• Community Anchors: Supporting organizations who reflect and support the communities they serve.
• Housing: Protecting tenants, preserving existing affordable housing, and producing new affordable housing;
• Community Wealth Building: Advance economic empowerment of BIPOC communities, with an emphasis on land trusts and community coops; and

The Place Pathway is home to the initiative, the

The Administrative Assistant reports to: Senior Director, Place Pathway.

Authority

The Administrative Assistant provides administrative and programmatic support across the Place Pathway portfolio. The Administrative Assistant directs 50% of their time to Hope SF. Often described as the “glue that keeps us together,” the Administrative Assistant is key to supporting the coordination and convening of many partners, both internally and externally, and across the citywide Partnership for HOPE SF. Additionally, the Administrative Assistant will work with various staff across many departments in the foundation.

Role

The Administrative Assistant ensures a responsive and accountable operation in the following areas:

• General administrative support, such as scheduling, note taking, meeting planning, team expenses, and basic project management. The Administrative Assistant will be responsible for scheduling, note-taking, proofing, responding to internal and external inquiries, and creating and managing workplan spreadsheets and planning tools to track team deadlines and critical action items.
• Grant-making support, which includes processing grants made to initiative partners;
• Financial management support, including creation and maintenance of financial reports and budgets, contract management, invoicing, and payments;
• Fundraising support, including coordination of grant proposals and progress reports; event planning and tours, and

Tasks

Administrative Support (50%)

• Other administrative support as needed.
• Communicate and work collaboratively with other SFF departments to support the Place Pathway work.
• Attend staff meetings and professional development activities as required.
• Meeting management: schedule regular meetings and special convenings (in person or on zoom), invite and correspond with attendees (RSVP, follow up, etc.), order food and supplies for meetings, help develop program materials, draft, summarize, and disseminate notes from meetings and convenings. Meetings include internal and external partners.
• Provide general administrative support. Maintain calendars, filing (paper and electronic), schedule meetings, make travel arrangements, and manage team expenses and reimbursements.
• Working closely with the Senior Director in planning and implementing the work of the Place Pathway portfolio.
• Coordinate with marketing and communications departments to share stories about our work.
• Provide project management support utilizing various software programs.
• Assist the broader multi-organizational partnership coordination as needed: meeting planning and management, expense reimbursement, gift cards, stipends, and travel arrangements.

Grant-making Support (10%)

• Coordinate the internal processes for opening, approving, and expediting grants, including interfacing with grants management and communications.
• Serve as the primary information contact intra-office and public inquiries regarding the initiative grant-making programs.
• Utilize Salesforce to manage goals and relationships. Coordinate team use of Salesforce.
• Serve as a point of contact for grantees and participate in grantmaking processes
• Utilize the SFF grants management system (FLUXX) and procedures to support grantees in applying for and reporting on grants made through the Initiatives.

Financial and Budget Coordination (20%)

• Develop and manage multiple consultant contracts.
• Prepare financial budgets and reports to funders.
• Support annual budget forecasting and monthly budget reconciliation.
• Track all invoices and expenses.
• Work with foundation financial systems, including PowerPlan, FE NXT, Concur, SmartSheets, and Excel.

Fundraising Support (20%). The Partnership for HOPE SF involves fundraising and management of the funds raised.

• Maintain the grant proposal and reporting schedule to ensure that proposals and reports are submitted on time with the proper supporting information
• Coordinate fundraising events, including funder/donor prospects tours, briefings, speaking engagements, and convenings.
• Coordinate the grant writing- and report-writing processes and deadlines. Generate supporting documents, including financial reports and budgets and general organizational information.
• Attend monthly organization-wide fundraising meetings.
• Conduct research and prospect new potential funders.

Competencies & Qualifications

• Strong desire for continued growth
• Ability to self-manage time across various bodies of work.
• Minimum three years professional administrative support experience or equivalent
• Knowledge and interest in community development a plus.
• Learning quickly in new environments
• High emotional intelligence
• Demonstrated success with managing complex projects; ability to manage multiple competing priorities on tight deadlines.
• Commitment to personal self-development
• Experience with budgets and financial tracking preferred.
• Advanced computer skills in the Microsoft environment including Word, Excel, email management (strong knowledge required). Experience with Concur, MailChimp, SmartSheets, EventBrite, Zoom, PowerPlan, FE NXT, FLUXX, (or similar grants management platforms) a plus.
• Must work well in a collaborative, team environment as well as work effectively under minimal supervision by taking initiative, making decisions, and ensuring successful and timely completion of all tasks according to deadline.
• Relationship-oriented; ability to maintain relationships with diverse stakeholders, including funders, community members, non-profit partners, and public sector staff.
• Demonstrated commitment to racial equity and social justice
• Ability to effectively communicate both verbally and in writing, in person and virtually.
• Attention to detail and impeccable follow-through

We are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align exactly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

Compensation: When determining compensation at the Foundation, we consider total compensation including base wage, variable pay, discretionary and legally required medical and fringe benefits, education and development expenses, taxes and insurance. Each position offers a set pay based on external market and internal equity factors. In compliance with the California pay transparency law, salaries are listed for each position on the posting sites where positions are posted. More information about our compensation philosophy and benefits may be found on the career page of the San Francisco Foundation

Remote Work Policy: The Foundation has adopted a long-term hybrid in-person and remote work policy. Dedicated to its employee health and safety, The Foundation will continue to make decisions in accordance with San Francisco County and California mandates. Employees must reside or plan to relocate to California if hired.

Requesting Accommodations: The Foundation is committed to the full inclusion of all qualified individuals. As part of this commitment, The Foundation will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact

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

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