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Director Grants Administration Jobs
Company | San Francisco Foundation |
Address | San Francisco, CA, United States |
Employment type | FULL_TIME |
Salary | |
Category | Internet Publishing |
Expires | 2023-06-24 |
Posted at | 11 months ago |
The Semi-monthly (per pay period) compensation for this position in FY23 is:
- Ensure smooth coordination and communication between Community Impact staff, Finance, Operations, and Donor Services department managers for grant-related issues and Board material preparation.
- Monitor grant budgets from various fund types and work with Finance staff to ensure proper fund and grantmaking budget administration.
- “In partnership with the Grants Team provides and oversees customer service to grantees throughout the grantmaking process including online technical support, general inquiries and process requests and changes.
- The Director is responsible for conferring with Community Impact (CI) and Philanthropy and Gift Planning (PGP) staff to implement changes to grant processes.
- Manage, lead, and implement continuous improvement initiatives ensuring solutions align with strategic goals.
- Design, document, communicate, and implement grants administration and compliance policies and procedures.
- Recommend policies for and oversee maintenance of grant files (paper and electronic).
- Monitor and coordinate timeliness of grantmaking and payment preparation to smooth the flow of grants.
- Provide data and analysis to board liaisons as needed.
- Provide support to Finance in preparation of the annual tax return, including accurate reporting of grants, grants to individuals and lobbying expenditures.
- Coordinate with other internal stakeholders, such as the Strategic Learning and Evaluation team, to ensure consistency with reporting needs from our grants management system.
- Develops and implements mechanisms for conducting institutional research, documentation, analysis, and reporting on key data related to the Foundation's grantmaking and overall impact and effectiveness.
- Oversees production of reports for internal and external use, on a regular basis and as needed by management, staff, and trustees, including grants activity reports, payout reports, regular monthly reports to staff, and publication mailings. Works with staff to create useful standards and ad hoc reports.
- Oversee and monitor data accuracy, coding compliance, etc. and communicate and resolve grant-related data issues.
- Oversee lobbying tracking in compliance with related regulations and internal policies.
- Understand and support proper fund administration as it relates to grantmaking compliance including working knowledge of restricted gifts and trusts.
- Ensure Foundation compliance with all laws applicable to the grantmaking process. In partnership with legal counsel, maintains up-to-date knowledge of IRS rules and regulations affecting the grantmaking process, both for community foundations and for applicants/grantees.
- Coordinate aspects of the expenditure responsibility and provide audit support to the external auditor's annual audit.
- Become a Fluxx expert who can assist staff and grantees who need help using the system; support Fluxx enhancements and upgrades; and facilitate data reporting from the system
- Establish training goals and curriculum for training individuals to meet SFF objectives via internal or external training sources.
- Contribute to the creation of policies and procedures to support and maintain records in Fluxx to ensure an elevated level of data integrity and accuracy
- Oversee the processes of the grants management system (which tracks all inquiries, proposals, grants, grant reports, and contacts). Also, this position will partner with IT and other departments to work with our vendors to support modifications including implementation, security, protocols, utilization, data integrity, maintenance, coding, reporting, analysis, and training for our system.
- Work collaboratively with other Foundation staff and departments to ensure that maximum utility of the database is achieved for various uses and users of the product. Works with IT staff and external consultants to ensure ongoing quality of data and use.
- 6+ years of relevant experience
- Background contributing to creating and implementing innovative and creative strategies that lead to Equity based grantmaking and creating operational effectiveness, a plus
- A deep understanding of grants management processes and related financial and compliance regulations.
- Able to thrive in an evolving organization and culture, seeking to adopt new routines and systems for the Foundation’s grants management function in alignment with an emergent program strategy approach.
- Experience with 501(c)(4) grants management, a plus.
- Ability to design and implement effective workflow processes and procedures.
- Understanding of current IRS regulations related to foundations and knowledge and application of best practices in grantmaking.
- Strong systems orientation, with a track record of improving and enhancing existing approaches and developing innovative solutions; familiarity with Fluxx, a plus.
- 2+ years leading Teams
- Possess effective communication skills that can influence decision-making, build consensus, and engage the community and Foundation Staff at various levels.
- Support and act in service of the organization's strategic plan and equity agenda
- Proven ability to work collaboratively and execute across a cross departmental set of objectives that require adaptive and technical solutions.
- Ability to communicate technical, budgetary, and program details to staff, grantees, and applicants.
- Proficiency with MS Suite, SharePoint, and the curiosity to learn new systems.
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