Program Assistant – Immigration and Education
The Evelyn and Walter Haas, Jr. Fund is a private family foundation that has awarded $500 Million in grants since its founding in 1953. Located in San Francisco, with a staff of approximately 25 dedicated professionals, the Fund strives to contribute in meaningful and effective ways at the local, state and national levels to create a just and caring society where all people are able to live, work and raise their families with dignity.
This vision drives our work to help ensure that those most in need – including immigrants, gays and lesbians, people of color and children – are able to achieve their full potential in our communities, our economy and our society.
The Haas, Jr Fund’s focus on Rights and Opportunities leads us to team up with those who share our commitment to equality, fairness and justice. Motivated by these values, the Fund seeks to level the playing field by: 1) promoting education equity and opportunity for low income young people and adults, and those of color, (2) promoting equal rights and dignity for gays, lesbians, and immigrants, and (3) ensuring members of our community have access to and benefit from the Bay Area’s extraordinary cultural and civic assets. The Fund also invests in the leadership of the nonprofit organizations that are crucial to fulfillment of this work.
The full-time Program Assistant (PA) will assist the Program Director for Immigration Rights and the Program Director for Education Equity. The PA will work collaboratively to maintain exemplary relationships and excellent customer service with our grantees and partner organizations. The PA will also function as an integral part of our busy program administrative team to ensure efficient grantmaking processes and high-quality docket preparation for the Fund’s Trustees. Superb customer service is the cornerstone of the PA’s role.
The PA contributes positively to general program administration by actively participating in regular meetings to coordinate and improve overall support for program staff; engage in review, revisions and implementation of grantmaking procedures; and foster team spirit in working with colleagues.
The PA shall report to the Program Director for Immigration Rights who shall be the primary supervisor. The Program Director for Education Equity shall provide task direction as needed to the Program Assistant, coordinated through the primary supervisor, and shall provide input as appropriate for the annual performance review.
- Grantmaking support – proactively ensure a smooth and responsive grantmaking process: enter and manage all relevant data in our Foundation Connect (FC) grants database on the Salesforce platform: provide quality customer service to grantseekers, grantees and funding partners; monitor and track grants against service targets/timelines; draft grant agreements and award letters; ensure the completeness and timeliness of grant applications and files; coordinate grant reports and payments; and help create, edit and assemble the thrice-yearly Board docket.
- Administrative support – support the day-to-day work of the Program Directors: handle phone, mail and email communications; manage multiple meeting requests and schedule appointments; make travel arrangements; process business expense reports; coordinate and set up meetings, convenings and other events; take notes or minutes at meetings; maintain files; draft correspondence; and carry out other clerical tasks as needed; conduct web research as needed to assist senior Program staff in making grant decisions and/or writing reports and articles.
- Information management – ensure accurate and timely reporting of grantmaking and other data, including coding and other data entry: provide detailed tracking on grant proposals, agreements, payments, reports and budgets; generate reports from databases; and collect and organize information for internal and external reports.
- Other related duties as assigned-provide back-up coverage for other PAs and administrative staff as needed.
Skills and Qualifications
- Bachelor of Arts/Bachelor of Science degree and two years administrative experience
- Strong facility with computer/applications in PC environment, including Microsoft Office (Word, Excel, Outlook and PowerPoint);); comfort with all manner of web applications; keyboard skills
- Ability to maintain a schedule, meet deadlines and manage the multiple demands on Program Directors’ time
- Ability to set priorities and take initiative in management of day-to-day workload,
- Strong written and oral communications
- Attention to and accuracy with detail
- Ability to take initiative and work independently
- Team player who effectively collaborates with others
- Ability to work with ambiguity and adapt to changing organizational requirements
- Ability to give and get constructive feedback
- Good problem-solving skills
- Comfort with financial statements and data
- Solid web research skills
- Knowledge of nonprofits
- Experience working in philanthropy
- Foundation database experience; knowledge of the Salesforce platform very desirable
- Fluent in Spanish, Chinese, Tagalog, or Vietnamese
Qualified candidates with legal authorization to work obtained through DACA (Deferred Action for Childhood Arrivals) are encouraged to apply.
This position will be posted until filled, with initial interviews anticipated by Nov. 25. Candidates must be able to start by Jan. 4, 2016.
Interested parties, please submit a thoughtful cover letter explaining how your experience and qualifications match the needs of this position, and send it along with your resume as a Word attachment or pdf to email@example.com. Please do not contact the Haas, Jr. Fund directly. For more information about the Fund, please visit our website at www.haasjr.org.