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Grant Manager

The Zellerbach Family Foundation
California, United States
$100,000.00 - $125,000.00
Closing date
Apr 29, 2023

Position Announcement

Grants Manager

 The Zellerbach Family Foundation (ZFF) serves as a catalyst for constructive social change by initiating and investing in efforts that strengthen families and communities in the Bay Area. Based in San Francisco, ZFF promotes belonging, expression, and a shared sense of safety among people and communities in Alameda, Contra Costa and San Francisco Counties and strives to inform and advance its work through active engagement with and among community members, service providers, academics, and foundation colleagues.

More information about ZFF can be obtained at

Position Summary

Grants Manager is a full-time, exempt, at-will position reporting to the Executive Director.  A critical partner to a small but mighty team of six, core functions include oversight of the foundation’s grants management system and implementation of a newly established Learning Agenda. The grants manager also supports ZFF’s Community Arts application process and manages the WJZ Award for Social Change.

 Job Duties and Responsibilities

The duties and responsibilities of the position of Grants Manager include but are not limited to the following:

Policies and Procedures  
  • Oversees the development, comprehensive documentation, and implementation of grants administration policies and procedures
  • Establishes and maintains FLUXX database protocols 
  • Develops and executes grants administration training for staff
  • Develops and maintains the grantmaking manual and communicates updates to staff as appropriate

 Docket Preparation  

  • Creates and maintains appropriate templates for program staff 
  • Creates and distributes grants docket and other materials for quarterly board of directors meetings, working closely with program staff and executive director
  • Compiles and edits quarterly board docket; ensures consistency with ZFF style guide
  • Provides staff support for board board meetings; coordinates review and approval of meeting minutes

 Grants Database and Online Application System(s)        

  • Oversees the utilization and maintenance of the FLUXX database and online application system including related staff training
  • Supports staff in administration and processing of quarterly Community Arts applications
  • Engages with and supports external evaluation panel, including related FLUXX training
  • Manages the grantee application modules, and creates and updates all application forms, as needed
  • Provides technical assistance to grantseekers for FLUXX
  • Manages and documents FLUXX alerts and auto-emails with grantseekers/grantees
  • Oversees applications and processing for the William J. Zellerbach for Social Change

  Database Management and Reporting

  • Ensures integrity of the FLUXX database including coding and data input; designs data reconciliation procedures as needed
  • Produces reports for internal and external use on a regular basis and as needed by management, staff, and the board of directors
  • Works collaboratively with Foundation staff to ensure maximum utility of the database is achieved for various uses and users
  • Works with CFO to align FLUXX budget records against annually approved program budgets
  • Produces grant listings for various reports and Foundation website
  • Works with program staff to create useful and interactive reports and to establish protocols to allow program staff to extract and interpret data from FLUXX more easily
  • Provides guidance and oversight to program staff for maintenance of grant files and of the on-site file archives

 Learning and Evaluation

  • Understanding of Emergent Learning in concept and practice
  • Oversees ZFF’s Learning Agenda
  • Supports staff in tracking and analyzing ZFF’s learning questions through grantee reporting and other means
  • Works with Executive Director and staff to develop effective reporting methods of outcomes data/results 

 Legal Compliance

  • Maintains familiarity with IRS rules and regulations, as they pertain to the grantmaking process, both for private foundations and for grantees
  • Ensures that all grant materials comply with IRS rules
  • Creates and edits all grant agreements; distributes for signature via DocuSign
  • Assists with the annual audit, tax preparation, and internal audits, as needed


  • Develops and maintains relationships with the broad philanthropic community to keep current on innovative approaches in grants administration in other foundations and non-profit organizations
  • Contributes actively to the overall effectiveness of the Foundation
  • Participates in efforts to examine and advance the philanthropic work of the Foundation
  • Participates in efforts to improve the general administrative and programmatic operations of the Foundation
  • Identifies and communicates to the executive director issues of concern or importance to the operations or work of the Foundation.
  • Maintains professional working relationships with other staff, board, grantees, and colleagues
  • Represents the Foundation externally in a professional and appropriate manner
  • Demonstrates a prudent use of Foundation’s financial and physical resources
  • Other tasks, as assigned

Minimum Qualifications

  • Bachelor’s degree required; Master’s degree preferred, in Nonprofit Management, Public Administration, or related field
  • Three to five years of experience working in grants administration
  • Knowledge of grants administration processes; familiarity with IRS rules and regulations preferred
  • Experienced administrator of FLUXX and/or other grants management database systems

Skills and Abilities

  • Team oriented with excellent oral and written communication, and interpersonal skills
  • Works well independently, as well as with a team
  • Excellent time management skills, able to manage multiple projects with timely follow through
  • Attention to detail, integrity, and judgment
  • Works well in a small-team environment that requires flexibility and a range of tasks and responsibilities
  • A good sense of humor and an appreciation for chocolate

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on foundation or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Working at ZFF

The Zellerbach Family Foundation is an equal-opportunity employer. We are committed to ensuring access, opportunity, and advancement for all individuals, while cultivating an inclusive work environment and strengthening our cultural competence.

 ZFF has a strong culture of partnership, curiosity, and joy. Our small team is deeply committed to the mission and values of the Foundation and genuinely enjoy our time together. ZFF offers a competitive benefits package including the following:

  • $100,000 to $125,000 annual base salary range
  • Comprehensive Medical, Dental, and Vision Insurance3
  • Group Term Life Insurance3
  • Long Term Disability Insurance3
  • Retirement Benefits including a 401(k) with an employer contribution of 15% of base salary1 and retirement planning services
  • Paid vacation up to 20 days per year2
  • Employee Assistance Program3
  • Professional development opportunities
  • Currently, ZFF works a hybrid schedule, with employee reporting to the ZFF office in San Francisco’s Financial District for two “all-in” days per week

How To Apply

We invite you to apply for this position by submitting a cover letter and résumé to ZFF will continue to accept applications on a rolling basis.




[1] Employer contribution available after 6-months of service

[2] Vacation accrual is based on years of service at ZFF

[3] 1st day of month after 30 days of employment


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