Philanthropic Services Associate

Silicon Valley Community Foundation•Mountain View, CA

6d•Hybrid

About The Position

This is a full-time, non-exempt level position in Mountain View, California. SVCF operates on a hybrid work model. All teams are expected to work in the office twice a week, every other week. In-office days are Tuesdays and Wednesdays. Please note that there may be times when meetings, events, or other organizational priorities require you to be in the office more frequently than this standard schedule. This structure is designed to support equity, collaboration and consistency while still maintaining flexibility in how we work. SVCF also reserves the right to modify its hybrid work schedule as needed. All SVCF team members must be based and hold residency in California. This position works closely with team members to complete daily tasks and offer support to the team. Key responsibilities include gift/grant processing, compliance and database management. This role also plays a central role in administering scholarships and general grant application reviews. Collectively, the team is dedicated to the timely and accurate stewardship of philanthropic assets while delivering exceptional service to donors, colleagues and grantees.

Requirements

At least one year of relevant administrative experience.
Professional and personal alignment with Silicon Valley Community Foundation’s mission and values.
Interest in expanding knowledge in the evolving landscape of philanthropy.
Excellent written and oral communication, presentation and listening skills for diverse audiences.
Excellent interpersonal skills with an ability to work in a team environment and with diverse groups of people.
Commitment to customer service excellence and discretion with highly sensitive and confidential data.
Ability to multi-task and meet deadlines within designated timeframes, as well as demonstrated resourcefulness in setting priorities, strong organizational skills and exceptional attention to detail.
Ability to work both independently and in a fast-paced, highly collaborative environment.
Open to learning new frameworks and thinking critically about improving existing methods or approaches.
Strong software skills in Microsoft Office Suite, specifically Excel; knowledge of Salesforce Customer Relationship Management (CRM) systems preferred and/or ability to learn.

Nice To Haves

Knowledge of community foundations, private foundations, and non-profit agencies is preferred.

Responsibilities

Accurately process inbound gifts and outbound grants.
Prepare grant award letters, grant agreements, gift receipts and other correspondence and verify their accuracy before mailing/posting to SVCF systems.
Maintain recurring and multi-payment grant records – ensure that they are updated accurately and advanced for payment on the first of each month.
Process gift/grant adjustments and amendments to ensure they are completed accurately and timely.
Create and maintain files and logs pertinent to gifts/grants and receipts as applicable.
Respond to internal/external requests to pull documents from the database.
Provide timely, responsive and professional customer service to internal and external customers.
Document gift/grant processing procedures as needed.
Maintain knowledge of IRS regulations, SVCF policies and industry best practices.
Work with the Philanthropic Services team to improve gift/grant processing and procedures.
Assist with special projects as needed, including database updates, templates and workgroup participation.
Support the Philanthropic Services portfolio of funds. The portfolio includes the following fund types: donor advised, designated, non-profit investment, non-profit endowment (akin to agency funds), special projects, supporting organization and scholarships.
Work in close coordination with staff in other SVCF departments to provide fund support and maintenance.
Provide data analysis and administrative support on SVCF fee for service engagements (e.g. NGOSource billing, ClickTime administration, contract invoicing, etc.)
Provide support for multiple scholarship funds, including administration, reviewing and processing.
Maintain knowledge of federal scholarship regulations, SVCF policies and industry best practices.
Communicate with applicants to gather information and to ensure compliance with scholarship criteria and guidelines.
Participate in the review, selection and award processes.
Document scholarship procedures as needed.
Other related duties as assigned.