Grants Manager - San Francisco

Job Type

Full Time


Minimum: $70,000
Maximum: $80,000



Start Date


Application Deadline



1660 Bush Street
Suite 300
San Francisco
United States


Pacific Foundation Services, LLC (PFS) is a professional services firm that manages over 30 independent family foundations. We provide whatever a foundation needs to operate optimally, including strategic advice, board support, grantmaking programs, compliance, financial management and a physical home. With a current staff of 33, we value competence and camaraderie and work together to make the most of our collective experience. We thrive on collaboration and share our talents to provide top-level service to our clients.

PFS is looking for a highly skilled administrative professional to join a team with executive and program staff to serve multiple foundation clients. The Grants Manager is a critical member of the team and works to ensure the smooth operation of each client foundation. The Grants Manager is often the first point of contact for foundation boards; therefore, excellent customer service skills are required in addition to strong organizational skills and teamwork. The position is full-time (37.5 hours per week), nonexempt, and reports to the Vice President of Administration.


  • Coordinate grantmaking tasks between program, finance and other administrative staff so that all foundation activities are smoothly implemented;
  • Coordinate communication among grantees, program officers, and board members, including responding to mail, email and telephone inquiries 
  • Plan and coordinate foundation calendars and timelines, including meeting schedules, application submission deadlines, and internal deadlines
  • With program staff, coordinate board and committee meetings, including managing all meeting logistics;
  • Prepare and copy edit board meeting materials in collaboration with program staff, compile and distribute board dockets;
  • Maintain foundation websites with up-to-date content;
  • Take meeting minutes;
  • Process grant applications by reviewing online submissions for completeness and accuracy;
  • Provide technical support to applicants, collect grantee feedback, make recommendations and implement changes as needed to ensure a smooth and accessible application process;
  • Maintain foundation grant records in the database, including tracking grantee payments and reporting requirements;
  • Produce and distribute declination letters, award letters and payments to grantees;
  • Create and maintain physical and electronic files;
  • With Finance team, provide requested grant-related information for annual audits;
  • Analyze applicant and foundation grantmaking histories and prepare charts and reports for board members, program staff, and outside organizations (e.g. Foundation Center) as needed;
  • Participate in Grants Management team meetings and professional development opportunities to stay up-to-date on developments in the field and compliance requirements;
  • Provide assistance to program staff and board members as needed;
  • Undertake special projects as assigned or initiated.

Skills and Attributes Needed

  • BA/BS or equivalent experience;
  • Minimum of three years’ substantive administrative experience. Experience in philanthropy and/or the nonprofit sector preferred;
  • Demonstrated initiative, sound judgment, and the tenacity to see tasks through to completion in an accurate and thoughtful manner;
  • Ability to juggle multiple projects and work independently, as well as with others, in a collaborative, often fast-paced, team environment;
  • Excellent customer service skills with emphasis on respectful and tactful communications;
  •  Strong interpersonal skills, tolerance, flexibility, and humor;
  • Highly organized and detail-oriented;
  • Excellent writing and editing skills, including proofreading and copy editing;
  • Proven advanced experience with Microsoft Office and database programs;
  • Demonstrated interest in the Bay Area community and the nonprofit sector;
  • Personal qualities of integrity, credibility and discretion about confidential matters; and
  • Demonstrated commitment to PFS values of generosity, respect, integrity, inclusion, commitment, and humility.


PFS has offices in San Francisco, Palo Alto, and Santa Rosa. This position will be based in the San Francisco office and may require occasional travel to the Palo Alto office. 


Benefits include medical, dental, vision, Section 125 plan, 401K retirement, Commuter Checks and more

Professional Level

None specified

Minimum Education Required

No requirement

How To Apply

Please email a cover letter explaining your interest in the position, salary requirements, and a resume to:

Fiona Barrett, Vice President of Administration



Application Deadline: August 23, 2018

Hiring Process and Timeline:

  • Phone interview to discuss general qualifications and give more detail about the position
  • In person interviews will be held Tuesday, August 28 and Wednesday, August 29 in San Francisco. We can make accommodations for video calls as needed on those days, but unfortunately do not have the flexibility to schedule the interviews on other dates

We would like to have someone start in the position no later than Monday, October 8th