Pacific Foundation Services, LLC (PFS) is a professional services firm that manages over 35 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 36, 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 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 clients and grantees; therefore, strong communication skills are required in addition to demonstrated organizational skills and teamwork. The position is full-time (37.5 hours per week), nonexempt.


  • Coordinate grantmaking tasks between program, finance and other administrative staff so that all foundation activities are smoothly implemented, including implementing improvements to processes;
  • Coordinate communication among grantees, program officers, and  foundation clients, including responding to mail, email and telephone inquiries;
  • Plan and coordinate foundation calendars and timelines, including, application and report submission deadlines, and internal deadlines;
  • With program staff, coordinate foundation meetings, including managing all meeting logistics;
  • Prepare and copy edit meeting materials in collaboration with program staff;
  • Maintain foundation websites with up-to-date content (if applicable);Process grant applications and reports 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;
  • Work with the Senior Grants Manager to verify grantee charitable status and prepare expenditure responsibility as needed;
  • Produce and distribute declination emails, award letters, and payments to grantees;
  • Create and maintain physical and electronic files;
  • With the 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. Candid) as needed;
  • Participate in Grants Management team learning and activities, including meetings and professional development opportunities to stay up-to-date on developments in the field and compliance requirements;
  • Undertake special projects as assigned or initiated.

Skills and Attributes Needed

  • Minimum of three years’ substantive administrative experience. Experience in philanthropy and/or the nonprofit sector preferred;
  • Excellent customer service skills with emphasis on respectful and tactful communications;
  • Strong interpersonal skills, tolerance, flexibility, and humor;
  • Demonstrated ability to prioritize, negotiate, and work with a variety of internal and external stakeholders;
  • Adept at working with people from diverse backgrounds, including staff of grantee organizations, client boards of directors, high net worth donors, and those with divergent political and world views;
  • 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 both independently and collaboratively in a team environment;
  • Highly organized and detail-oriented;
  • Excellent writing and editing skills, including proofreading and copy editing;
  • Proven advanced experience with Microsoft Office and database programs;
  • Experience with Google Docs preferred;
  • 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 very infrequent travel to the Palo Alto office. During shelter-in-place, our offices are closed with only essential staff occasionally working in the office. The person in this position will work from home until the office re-opens.

Salary Range: $70,000 – $80,000, DOE
PFS is committed to paying competitive wages. In an effort to increase equity, and because we know that salary negotiations tend to have an unfair bias, we do not participate in salary negotiations outside of this stated starting salary range.

Benefits: Include medical, dental, vision, Section 125 plan, 401K retirement, charitable gift matching, public transportation subsidies and more

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

Fiona Smith, Vice President of Administration

Application Deadline: Monday, February 10, 2021

Hiring Process and Timeline

  • Phone interview to discuss general qualifications and give more detail about the position – will be scheduled on a rolling basis
  • Video interviews – will be scheduled in late February-early March
  • We are aiming for a late March/early April start date

Pacific Foundation Services is committed to creating a diverse and inclusive workplace and is proud to be an equal opportunity employer. We consider all qualified applicants for employment and our company policy prohibits unlawful discrimination based on race, national origin, religion, gender identity, gender expression, sexual orientation, pregnancy, citizenship, age, marital status, physical or  mental disability, military service, legally protected medical condition or any other consideration made unlawful by federal, state or local laws.

All final candidates must provide three relevant employment references, and be able to verify the right to work in the United States.

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