Salesforce and Grants Administrator

Job Title: Salesforce and Grants Administrator

Salary range: $89,250-$96,100

Location: Denver, CO

Work environment: Hybrid (at least two days per week in the office)

The Organization

Gates Family Foundation celebrated its 78th anniversary in 2024. Since its creation, the Foundation has distributed more than $550 million in grants, with another nearly $60 million committed to impact investments in recent years. Representing a partnership of family and community representatives, the Foundation maintains a strong commitment through its grantmaking and other strategic efforts to four key areas:

• Education: Expanding access to educational opportunities for all children in Colorado.
• Natural Resources: Supporting land and water conservation, forest and watershed health, and management and protection of Colorado’s natural resources.
• Community Development: Addressing the root causes of economic inequality and inequitable community development.
• Informed Communities: Ensuring all Coloradans have access to trustworthy, rigorous, fact-based local news and information about important civic issues.

In recent years, the Foundation has sought to increase its impact through more creative approaches to grantmaking, an expanded impact investing program, additional staffing and expertise, and an increased focus on convening, partnering, and where appropriate, leading in the community. Climate impact has become a lens through which all Foundation grantmaking, investments, and activity are viewed, and since 2018, the Foundation has made an intentional commitment to advancing Diversity, Equity, and Inclusion efforts internally and through its grantmaking and impact investing.

To learn more about Gates Family Foundation and its programs, visit the Foundation’s website at www.gatesfamilyfoundation.org.

The Position

The Salesforce and Grants Administrator will play a central role in strengthening the Foundation’s grantmaking systems and internal operations. Reporting to the Grants Manager, this position blends technical system ownership with high-quality administrative execution. This position will serve as the Foundation’s internal Salesforce lead, helping to ensure the platform supports evolving organizational needs and is accessible and effective for all users. In parallel, they will provide responsive support to grantees and staff across the full grant lifecycle, ensuring smooth processes and strong data integrity. Specific responsibilities will include:

Grants Administration Support

• Support the full grant lifecycle from application to grant close-out
• Assist in maintaining accurate grant records and documentation in Salesforce
• ​​​Manage user accounts, security settings, and access permissions
• Answer routine inquiries about the Foundation’s grantmaking programs and priorities, including guidelines and proposal review process
• Coordinate with grantees on reporting requirements—including grantee data and impact metrics—and deadlines
• Prepare materials for grant dockets and assist with post-award administration, including letters, records, and follow-up
• Coordinate grant-related due diligence, documentation tracking, IRS compliance, and payment processing in partnership with the finance team
• Collaborate with the communications lead and others to develop guides, tools, webinars, and resources that make the process as straightforward and accessible as possible for prospective and current grantees

Salesforce Planning and Optimization

• Serve as the internal lead for Salesforce optimization and development efforts—beginning with the grantmaking process and expanding to other organizational functions—in close partnership with the Foundation’s Salesforce consultant
• Partner with staff to identify, clarify, and implement new workflows or functionality to improve the effectiveness and usability of Salesforce
• Assist in developing integration strategies with other platforms and support future migration efforts
• Identify opportunities for ongoing system enhancements and work with team members to test and implement updates

System Maintenance and User Support

• Lead internal Salesforce training sessions and create documentation for staff, including one-on-one and group training sessions for new and existing staff
• Maintain data integrity—including periodic quality assurance activities—for all data housed within Salesforce
• Coordinate system testing and provide effective troubleshooting for Foundation staff when issues arise; escalate complex problems to the Foundation’s Salesforce representative
• Create and maintain custom reports and dashboards based on the various needs of functions and teams within the organization
• Maintain standard operating procedures for Salesforce usage to ensure strong quality control of data entered into the system
• Ensure Salesforce is structured in a way that makes key information easy to find, understand, and use across teams

Qualifications

Ideal candidates will bring:

• 3+ years of experience in relevant process-oriented roles requiring strong organization, project management, and detail orientation such as roles in operations, grants administration, or database/systems management
• Experience managing or administering Salesforce, ideally within a nonprofit or philanthropic setting
• Experience supporting users to design, document, and refine workflows and processes
• Excellent communication skills, with the ability to translate technical information to non-technical audiences
• Strong customer service orientation, with the ability to build rapport, surface user needs, and provide clear, responsive support
• Experience creating user guides, trainings, or tools that help teams adopt new processes or technologies
• Commitment to equity and to centering the needs and success of grantee partners in all aspects of the work
• Aptitude with tools such as Tableau, PowerBI, or similar platforms for data visualization and reporting
• Adaptability, curiosity, and an interest in exploring new technologies—including AI or third-party integrations—as the Foundation’s systems evolve
• Self-starting and proactive, with a willingness to wear multiple hats and contribute where needed in a collaborative, all-hands team environment
• Salesforce certification (Administrator, Advanced Administrator, or Platform App Builder) preferred

Working at Gates Family Foundation

Currently, staff are expected to be in the Foundation’s downtown Denver office on Tuesdays and Thursdays. The balance of the week is flexible and each team and team member is free to decide what approach is optimal. This position is expected to occasionally travel within the state for quarterly board meetings, as well as occasional out-of-state travel for continuing education opportunities.

Gates Family Foundation offers a comprehensive benefits package and paid parental leave. Our work environment is characterized by a culture of collaboration, a commitment to continuous learning, and an inclusive environment that empowers staff to bring their unique perspectives and skills to the work. We place heavy emphasis on the following values:

• Respect – We seek out diverse perspectives and listen with humility and a spirit of learning.
• Creativity – We harness all resources to find new approaches, support experimentation, and drive systemic, lasting solutions.
• Engagement – We partner, convene, collaborate, and lead to catalyze transformative change.
• Place – We are deeply rooted in Colorado, with a long-term commitment to its people, communities, and civic capacity.
• Equity – We support communities that have faced barriers by creating pathways to opportunity.

To Apply

To apply, please complete our online application (https://forms.gle/mAwam89R4cxmX8d57). We will accept applications through June 15th, 2025, and we encourage early submissions. The application asks for a resume and, in place of a cover letter, responses to the following questions in 250 words or less:

1. What compels you about the work of Gates Family Foundation, and about this position specifically?
2. What past experiences have best prepared you for this role?
3. What professional values are most important to you? How have those values shaped your behavior and decisions in your career so far?

Gates Family Foundation believes that diverse teams lead to better solutions, creative thinking, and greater depth in experiences and perspectives. We strive in our hiring to ensure that our candidate pool is diverse in terms of race, age, gender, sexual orientation, lived experience, socioeconomic background, physical or mental ability, origin, and religion. Research suggests that people who have historically lacked power and experienced barriers to opportunities are more likely to self-select out of opportunities if they don’t meet 100% of the job requirements. We encourage anyone who believes they have the skills and the drive necessary to succeed here to apply for this role.

Gates Family Foundation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to any other characteristic protected by federal, state or local law.