Director/Sr. Director of Fund Administration

ORGANIZATIONAL OVERVIEW

As the largest Jewish philanthropic organization in California, the Jewish Federation Bay Area connects donors, changemakers, and community partners to build a thriving, resilient future. The Federation serves as a trusted partner and advisor for those seeking to make an impact today while shaping a better tomorrow. We invest in education, social services, and security while mobilizing crisis relief worldwide. With over a century of leadership, we empower individuals and families to give strategically, building a thriving and resilient future for generations to come. Whether strengthening Jewish life in the Bay Area, safeguarding communities worldwide, or ensuring a safe and democratic Israel, we empower people to take meaningful action that echoes for generations.

The Federation is seeking a highly motivated and qualified leader with a variety of skill sets who want to join a team working to build a new model of 21st century and next generation Federation engagement.

ROLE SUMMARY

The (Senior) Director of Fund Administration leads gifts and grants operations, ensuring exceptional donor service, efficient workflows and full regulatory compliance. This role oversees a team responsible for supporting ~1,100 funds and philanthropic vehicles and administering 10,000+ grants annually across Donor-Advised Funds (DAFs), supporting foundations, and other fund types. Partnering closely with Philanthropy, Finance, Data Operations, and IT, this leader drives operational excellence and modernization through Salesforce-based grants management, NetSuite fund accounting, and a donor portal—scaling systems, processes, and teams to support strategic growth. The role reports to the Chief Operations Officer.

MANAGERIAL RESPONSIBILITIES

This role has managerial responsibilities for the Fund Administration team (3 direct reports plus associates), including the Grants Manager, Gifts Manager, and support associates.

ESSENTIAL FUNCTIONS

Grants & Gifts Operations

• Oversee end-to-end grants management and gift processing across all fund types
• Ensure compliance with IRS regulations, internal policies, and best practices
• Approve grant disbursements, monitor fund balances, and manage complex/multi-year grants
• Oversee all incoming contributions (cash, stock, wire, fundraising, foundation gifts) through integrated workflows
• Manage fund openings/closings, investment recommendations, and fund statements in partnership with Finance
• Operational reporting, in partnership with the Data Team, to monitor volume & productivity trends and make timely capacity decisions.

Donor & Grantee Experience

• Set service standards and donor interaction models to deliver accurate, timely, high-quality support
• Oversee donor onboarding, portal training, and operational troubleshooting
• Partner with philanthropy advisors and external advisors on fund operations
• Resolve grantee payment issues and oversee reissuance/cancellations as needed

Team Leadership

• Lead and develop the Fund Administration team (Grants, Gifts, and Associates)
• Set priorities, allocate resources, manage performance, hiring, and training
• Partner with Data to establish reporting and monitor volume, productivity, and capacity

Operational Strategy & Transformation

• Reengineer and modernize fund administration processes, challenging legacy manual workflows
• Drive automation, scalability, and innovation across grants and gifts operations
• Establish unified policies, procedures, and best practices across all fund types
• Lead change management efforts to support organizational growth

Technology & Cross-Functional Collaboration

• Optimize Salesforce and NetSuite in partnership with Data, Finance, and IT
• Evaluate and implement new technologies, automation tools, and AI solutions
• Serve as the organizational point person for fund administration, collaborating with senior leadership and cross-functional teams

QUALIFICATIONS, KNOWLEDGE, SKILLS, ABILITIES

Required:

• Experience using Salesforce
• Demonstrated track record of successfully streamlining and automating processes
• Experience managing an operational environment positioned for scale and optimization
• Enthusiasm for leveraging AI and emerging technologies to drive efficiency and maximize productivity
• Experience creating and analyzing production reports to understand volume trends, capacity constraints, and workforce planning needs

Nice to have:

• Familiarity with NetSuite is a plus
• Ability to think strategically and differently, including anticipating trends, driving transformation, and bringing fresh perspectives
• Change management experience and comfort with leading teams through operational transformation

EDUCATION AND EXPERIENCE

• Bachelor’s degree
• 10+ years of relevant experience including 3+ years of progressive leadership experience

Salary commensurate with experience. To determine starting pay, we consider multiple job-related factors including a candidate's skills, education and experience and internal parity. Excellent benefits — medical, dental, vision, vacation, sick pay, holidays (including Jewish), and retirement plan.

EMPLOYMENT PRACTICES

The Federation views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a company culture where everyone can thrive. We strive to create a community that draws upon the widest possible talent pool to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values. The Jewish Community Federation and Endowment Fund is an equal opportunity employer.