Grants Associate

San Francisco, CA
Full Time
Entry Level

Grants Associate 

Location: San Francisco, CA Department: Operations-Grants Administration Type: Limited Term, Full Time, Exempt Min. Experience: Entry to Intermediate Level 

The Semi-monthly (per pay period) compensation for this position in FY26 is: $3,713.55 per pay period
Grants Associate is limited term position through 12/22/2027

Organizational Result: 

All people living in the San Francisco Bay Area are economically secure, rooted in vibrant communities and engaged in civic life. 

We Value: 

Anti-racism, Boldness, Equity, Racial Justice, and being Rooted in Community 

The following sections are designed based on the Results Based Leadership for Racial Equity Framework that the Foundation uses to accomplish our work. As a learning organization, we expect staff to incorporate learning into their core work and the tasks related to the functional position. All staff should expect to devote time to learning activities related to our values and skillset development. People managers should expect to spend a significant amount of time coaching, developing, and managing people with the balance of the time for all staff spent on relationship building internally and externally and achievement of outcome goals of role and foundation. 

Position Summary: 

The Grants Associate position is an individual contributor role supporting key functional areas. The Grants Associate plays a key role by providing essential administrative support to ensure effective grant processing and coordinating communication internally and externally for sound grants administration. This highly collaborative individual possesses exceptional organizational skills, strong problem-solving abilities, and a commitment to delivering outstanding customer service. The ideal candidate is proactive, detail-oriented, and capable of managing multiple priorities simultaneously. 

The Grants Associate accurately reviews and processes grants from application and recommendation intake through approval, payment, and final reporting. They ensure compliance with all Foundation policies and procedures; federal, state, and local regulations; and industry standards. The Associate communicates regularly with colleagues, donors, grant applicants, and grantees to accomplish this work. 

Boundaries 

The Grants Associate coordinates the grantmaking process at the organization in coordination with the grants team. They support grantees, and community members to ensure smooth grantmaking operations. In addition, they support various seasonal and ad hoc grants programs such as the employee matching gifts program.  

The Grants Associate is responsible for data in the grants management system. This data includes grantmaking records and organization and applicant information (such as login information and addresses). The Foundation uses the information and processes in its databases to manage grantmaking and compliance requirements and to communicate with internal and external partners when needs arise. The Grants Associate helps train staff in the proper use of Fluxx for grantmaking. 

Authority 

The Grants Associate is a key member of the Grants Administration team, working closely and in partnership to ensure the smooth processing of grants throughout the grant lifecycle. They frequently work across departments, from Philanthropy and Gift Giving (PGP), Community Impact (CI), and Finance to IT. Grants Administration is part of the Operations department. 

Role 

  • Grant Processing – Compliant grants are approved in a timely and complete manner. (50%) 
  • Communication and administrative support – Coordinating clear communication and in a timely manner regarding grants related inquiries. (30%) 
  • Data – Ensure data hygiene is maintained across systems and documents are filed correctly. (10%) 
  • Ad hoc problem solving – support with issue spotting in processes and systems and engage team as needed (5%) 
  • Special Projects and Backup – Special projects are completed as needed and team members are supported in a positive and helpful manner. (5%) 

Tasks 

  • Process and review grants. 
  • ​​​​​​​In partnership with the grants team, processes all grants. 
  • In partnership with the grants team, accommodates special requests from donors as best as possible. 
  • Troubleshoots and resolves grant processing issues as they arise—coordinates across departments to resolve complex problems (e.g., budget, payment, and invoice errors). 
  • Generate and reply to internal & external communications (email / phone / mail). 
  • Contributes to communicating and creating plans to identify and resolve process improvements. 
  • Manages and oversees account registrations in Fluxx for grantee partners, ensuring timely setup, accuracy of information, and smooth onboarding into the grant management system. 

        Coordinate cross-department collaboration and training. 

  • Takes the initiative to schedule and create working meetings to discuss program grants and DAF grants to better inform our internal partners and create efficient communication. 
  • Supports Community Impact and PGP on understanding grant policies and procedures. 

        Enter and manage data in Fluxx and Salesforce. 

  • Suggests processes to improve and test our data systems and procedures. 
  • Responds to internal & external audit requests, gathering file information and providing context for auditors when issues arise. 
  • Processes payments, manages and processes grant refunds/returns and ensures funds are returned to the correct accounts. 
  • Creates and runs queries and reports on an as needed basis. 
  • Assists with the improvement and documentation of procedures. 
  • Supports special projects and provides backup responsibilities for the Grants Manager and the Director of Grants Administration. 
  • Generates the Board of Trustees weekly mailing report and email. 
  • Strategizes across teams to develop/implement internal and external deadlines related to the annual grantmaking cycle. 
  • Reviews reports, grants, and dashboards typically done by Manager of Grants Admin when needed. 
  • Participates in staff meetings, professional development activities, internal committees, and cross departmental projects as appropriate. 

Competencies & Qualifications 

  • 2 to 3 years of relevant experience, preferably at a community foundation.  
  • Experience in an administrative, compliance, technical support, or project management role in a team-oriented environment committed to excellence in supporting its constituents. 
  • Exceptional attention to detail and follow-through in addition to proven ability to effectively manage multiple tasks, prioritize, and meet deadlines is required. 
  • Ability to understand, apply, and communicate grantmaking-related governmental regulations, industry best practices, and internal policies, and the confidence to ensure that all departments adhere to these procedures. 
  • Strong communication skills, oral and written, and good listening skills. 
  • The ideal candidate has a poised, confident, and professional style, and is a self-starter who demonstrates a commitment to outstanding customer service both toward external and internal constituents. 
  • Philanthropic and grants compliance experience is highly desired. 
  • Intermediate to advanced computer/software skills, including Microsoft 365 (Outlook, Word, PowerPoint, Excel, & Teams) and zoom. 
  • Ability to learn, navigate and manage online platforms, including Fluxx, Qlik sense, Smartsheet, Salesforce, Blackbaud, and Power Plan 


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: The San Francisco Foundation offers a very competitive total compensation package including base compensation in alignment with our organizational budget size and rich medical and fringe benefits offerings. This position pays $3,713.55 per pay period. You may read more about our compensation philosophy and benefits on the career page. 

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 within the San Francisco Bay Area. 

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 [email protected]. 

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

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