The California Wellness Foundation is seeking an analytical,
flexible, and collaborative Senior Grants Administrator with a
customer service- and detail-oriented nature to support efficient
and effective grantmaking operations at the foundation. The Senior
Grants Administrator will expand the grants management team’s
capacity to facilitate and administer new grantmaking initiatives,
including expenditure responsibility, and support data integrity
and grants analysis. As a key strategic partner to our Grants
Program and Finance departments, the Senior Grants Administrator
will be dedicated to helping the foundation make mission-aligned
grants supported by data-driven decision making. The ideal
candidate will be inspired by the foundation’s mission and
commitment to diversity, equity, and inclusion and excited by the
opportunity to proactively contribute to the ongoing improvement of
new grantmaking initiatives and our grants management system.
THE CALIFORNIA WELLNESS FOUNDATION
The California Wellness Foundation (Cal Wellness) is a private,
independent foundation established in 1992 with a mission to
protect and improve the health and wellness of the people of
California. As one of the largest health-focused foundations in
California, with over $1 billion in assets, Cal Wellness is a
nationally recognized leader for its strategic core operating
support for grantees; public policy grantmaking; and a focus on
violence as a public health issue. It is Cal Wellness’ desire to
promote equity and level the playing field so that everyone has
access to good-paying jobs; healthy and safe neighborhoods; and
quality health care services.
The foundation’s current Advancing
Wellness grantmaking strategy includes four interrelated
portfolios. Since its founding, Cal Wellness has awarded nearly
9,000 grants totaling more than $1 billion. As the foundation looks
to the future, it is pursuing new and innovative strategies beyond
its core grantmaking to advance its mission, including
implementation of new technology systems, development of its public
affairs capacity, and establishing mission- and program-related
Cal Wellness has a diverse staff of approximately 45 located in
its Los Angeles and Oakland offices and a diverse 12-member Board
located throughout the state of California. The foundation’s work
underscores a belief that wellness requires social justice, a deep
commitment to diversity, equity, and inclusion (DEI), and sustained
efforts to eliminate systemic barriers that prevent access to
health care, education, employment, and safety.
Please visit www.calwellness.org for
THE GRANTS MANAGEMENT TEAM
The Senior Grants Administrator will be an important member of
Call Wellness’ tight-knit five-person grants management team led by
and reporting directly to the Director of Grants Management. Grants
management is part of the larger Operations Department which
manages the grantmaking process, policies, and records to improve
Cal Wellness’ technological systems and manage our offices. The
Senior Grants Administrator will add valuable capacity and
expertise and serve as a backup to key roles as the grants
management team seeks to meet the expanded operational needs of the
Foundation and improve service to internal and external partners.
The Senior Grants Administrator will have the opportunity to
contribute and grow within a supportive team; in close partnership
with other teams including Grants Program and Finance; as well as
in interaction with the CEO, the executive management team, and the
Board of Directors.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Process all types of grants with a focus on and expertise in
specialty grants such as new initiatives supporting 501(c)(4)
organizations; social enterprises; fellowships; multiyear
collaborative efforts funding long-term systems change and
- Support the tracking, monitoring and due diligence for program
related investments (PRIs).
- Administer assigned grant recommendations from submission to
closing, including data entry and coding; due diligence; scheduling
reporting requirements and payments; and ongoing cross-departmental
- Prepare grant-related correspondence for review including grant
agreements, payment transmittal letters, and reporting
- Support board member discretionary grants through a board
- Oversee nonstandard grant transactions and other anomalies
related to grantmaking (including amendments).
- Maintain a strategic partnership with grantmaking staff
throughout the grantmaking process with a special focus on pipeline
management and budget allocation tracking.
- Ensure compliance with current IRS charitable giving guidelines
and foundation-specific policies.
- Identify issues and proactively and collaboratively explore and
deliver solutions that continually improve the grantmaking
- Serve as a backup and sounding board for members of the team as
needed across the team’s work.
Grant Analysis and Data Management
- Manage overall quality control and data integrity in the grants
management system (foundationConnect/Salesforce platform) ensuring
accuracy of grant and other CRM-related data.
- Provide system administration focused on optimization and
maximum utilization including enhancements of foundationConnect and
- Coordinate the Foundation’s Data Governance Committee with a
focus on back coding and data quality control.
- Assist with the preparation and production of
grantmaking-related reports, memos, and data visualizations
including grant allocation reports to inform budgeting and planning
- Assist in the development of tools and resources to manage
grant information and data.
- Respond to grant data requests and inquiries from internal and
external audiences including the generation of analysis and
Customer Service, Training, and Project Management
- Communicate with grantees and staff to facilitate timely
handling of grant-related matters.
- Provide technical assistance to grant applicants and
grantees in the use of our application and reporting
- Assist with writing and maintaining grants management
policies and procedures.
- Write and maintain grantmaking guides and training
- Assist in training staff and grantees on technology,
policy, and procedure changes that affect them.
- Maintain and create electronic templates (using tools like
- Provide project management support for key grants
- Lead or assist with other tasks and projects as
The ideal candidates will be aligned with our mission and
values; possess strong analytical, customer-service, and project
management skills; demonstrate exceptional communications skills to
translate detailed technical information with clarity and ease for
diverse audiences with various levels of understanding; have strong
relationship-building aptitude to respectfully develop genuine
connections with internal team members and various external
constituencies; and embody, through lived experience, applying a
DEI lens to our work. Key experiences, expertise, and interests
that will contribute to success in this role include:
- Demonstrated mid-level experience in philanthropy, contracting,
compliance, library science, or other related fields; explicit
grants management experience is a plus.
- Skilled in knowledge management and documentation; data
analysis and visualization; and database management with
demonstrated ability to learn, use, optimize, and train others on
complex software and data tools (experience with
foundationCONNECT/Salesforce, Tableau, PowerBI or similar tools is
- Proficiency in Microsoft Office Suite, including Excel,
PowerPoint, Outlook, and Word (advanced Excel skills are a
- Exceptional attention to detail and organizational skills with
the ability to handle pressure with poise and respond with grace
and flexibility in a rapidly changing environment.
- Strong commitment to accuracy and compliance with innate
orientation toward process improvement and an interest in enhancing
effective processes and systems.
- Effective project management with the ability to effectively
prioritize multifaceted projects and/or change efforts and respond
quickly to immediate needs in a way that manages workflow to meet
- Effective customer service skills with the ability to balance
the needs of internal and external constituencies.
- Excellent team player capable of working independently or
collaboratively with flexibility to take on varied responsibilities
within the grants management team, with other internal teams, and
with external vendors, consultants, and other constituencies at
- Professional demeanor that demonstrates warmth, dependability,
responsiveness, knowledge, and credibility.
- Self-motivated, strategic thinker with a strong commitment to
collaboration and relationship building.
- Superb written and oral communication skills, including the
ability to communicate effectively with diverse audiences; deliver
clear and compelling presentations; and maintain high professional
and ethical conduct including maintaining confidentiality and
- Knowledge of current IRS regulations related to private
foundations and due diligence processes is a plus.
- Experience with CONGA or similar tools for creating electronic
templates is a plus.
The ideal candidate will embody Cal Wellness’ core
- Live our Core Values: Respect, Integrity,
Accountability, Equity, Stewardship, Excellence, Learning, and
- Drive Towards Innovation: Be bold.
Experiment and learn from both successes and failures.
- Make a Difference: Yes, we can. Own our
responsibilities and our ability to make positive change.
- Contribute to One Team: We’re in this
together. Our success is a collective effort.
- Show Courage: Be thoughtful but act on
your convictions. Be open to feedback.
LOCATION & TRAVEL
Cal Wellness has returned to a hybrid work environment.
In-office attendance will typically be required Tuesdays and
Wednesdays. Periodic travel may be required, for example to visit
our Oakland or Los Angeles office and/or to attend convenings.
Travel is less than 10%.
COVID VACCINE REQUIREMENT
All Foundation employees must be fully vaccinated as a condition
of employment unless they have been approved for an exemption from
the vaccination requirement as a reasonable accommodation for a
medical condition or restriction or sincerely held religious
COMPENSATION & BENEFITS
The target starting annual salary for the newly hired Senior
Grants Administrator is $90,000, with the first salary review
scheduled to take place in December 2024. The full salary grade for
the role is $75,000 to $112,600 per year. Highlights from our
benefit package include: a variety of health plans (we pay 90-95%
of the premiums), a generous 401(k) retirement savings plan (with a
16% employer contribution), flexible paid time off, tuition
reimbursement (up to $5,250 per year), professional development
opportunities, matching gifts (for every $1 you give to an eligible
organization, we’ll match $2), and the opportunity to work at a
mission and values driven organization.
Please upload a cover letter, resume, and list of three
references (candidates will be notified in advance of any outreach
to references) by 5:00 pm PT on Friday, July 15, 2022.
The link to apply is on our website and below.
Resume review begins immediately. Those selected for advancement
may be asked to participate in several rounds of interviews
(virtual and/or in-person) and complete a writing assignment. If
you require a reasonable accommodation to participate in our
application process, please let us know.
The California Wellness Foundation is partnering with Walker and
Associates Consulting - a Black- and woman-owned strategic
management consulting and search firm located in Oakland - for this
search. Questions or Nominations? Email us at
The California Wellness Foundation is an equal
opportunity employer and welcomes a diverse candidate
pool. Additionally, we are a fair chance employer and
welcome candidates with living experience with the criminal justice
The above job description is intended to describe the
general nature and level of work performed and is not intended to
limit the scope of potential work assignments. This is only a
summary of the typical functions of the job and duties may differ
from those as outlined above.