Reports to: Executive Director
Location: San Jose, CA
Compensation Range: $70k–80k DOE
The Shortino Family Foundation invests in programs and services consistent with its mission to act as a catalyst to support underserved youth and their families through education and the arts. The foundation has a deep commitment to San Jose-based organizations that strengthen K-12 student outcomes, creating pathways for underserved students to achieve their educational and career goals and contribute to our local community and economy.
The foundation was founded in 1990 by Leo Shortino, the son of Italian immigrants. Leo was born in San Jose and grew up during the Great Depression, where he learned about poverty, hard work, and the importance of a good education. As an educator and accomplished musician, Leo saw the arts as a critical way to enrich education and engage young people.
Shortino’s grantmaking focuses on high-impact programs and services that ensure youth have the skills and support to grow into self-sufficient adults. Grantees are working to improve student educational outcomes in preparation for post-secondary education and employment. The foundation seeks programs that can serve as models for successful partnerships with educational institutions and other nonprofit organizations, maximizing the impact of public and philanthropic funds. Since 1990, Shortino has issued more than $30M in grants to local organizations and has an active portfolio of 70 grantees.
Our funding priorities focus on organizations that serve K-12 youth in under-resourced schools and communities. These priorities include:
- Academic/Educational Enrichment
- Scholarships & Financial Aid
- Extended Learning
- Arts Education & Enrichment
- Counseling & Mentoring
The Grants Administrator will be an integral member of a small team—responsible for administrative support, grants management, and finance support. They will provide specialized assistance and high-level administrative support to the Executive Director and the Board of Directors. The Grants Administrator will be responsible for maintaining the grants management database, acting as the key contact for grantee proposal and grant report collection, and processing grant payments throughout the year. The Grants Administrator will also manage basic financial and budgeting tasks to ensure compliance and proper controls.
- Administrative support for the Executive Director and the Board of Directors
- Coordinate logistical needs for board and committee meetings and events, including scheduling and materials and event coordination.
- Build slides, spreadsheets, and memos with relevant information for presentations
- Conduct web-based research and assist with special projects, as requested
- Attend and record minutes from board meetings, selected committee meetings, and other essential foundation meetings
- Maintain calendar scheduling for Executive Director
- Maintain and create appropriate filing systems
- Handle other administrative requests from the team and Board as needed
- Maintain foundation websites and social media channels with up-to-date content
- Serve as a critical point of contact for grantee partners; Provide technical assistance to applicants, collect grantee feedback, make recommendations, and implement changes as needed to ensure a smooth and accessible application process
- Maintain accurate foundation grant records in the database and verify the public charity status of grantee partners
- Process grant applications and reports by reviewing online submissions for completeness and accuracy; Conduct preliminary due diligence and flag salient issues for Executive Director
- Produce and distribute declination emails, award letters, and payments to grantees
- Provide requested grant-related information for annual audits
- Analyze applicant and foundation grantmaking histories and prepare charts and reports for board members, staff, and outside organizations as needed
- Process invoices and coordinate with the outsourced accountant to ensure accurate record-keeping
- Assist annual budgeting, audit, and tax processes by tracking expenses and supplying relevant records
- Enter grant payments into the banking system; coordinate with the Executive Director to release wire payments
- Complete expense reports
While no one candidate will embody all the qualifications listed below, the ideal candidate will possess many of the following professional and personal skill sets, characteristics, and experiences:
- Five years’ administrative experience
- Experience in philanthropy, grantmaking, or the nonprofit sector
- Excellent customer service skills with emphasis on respectful and diplomatic communications and adept at working with people from diverse backgrounds
- Excellent writing and editing skills, including proofreading and copy editing
- Proven advanced experience with Microsoft Office and database programs
- Experience with meeting and event planning a plus
- Finance experience a plus
- Commitment to the mission of the Shortino Family Foundation
- Commitment to the San Jose community and the nonprofit sector
- Commitment to the values of diversity, equity, and inclusion
- Personal qualities of integrity, credibility, and discretion about confidential matters
- Demonstrated initiative, sound judgment, and the tenacity to see tasks through to completion in an accurate and thoughtful manner
- Demonstrated ability to prioritize, attend to details, and manage deadlines
- Demonstrated ability to juggle multiple projects and work both independently and collaboratively
- Solid judgment; critical thinking skills; a sense of teamwork, and community
Benefits and Culture
The Shortino Family Foundation offers a benefits package that includes:
- 100% employer-paid medical insurance for all eligible employees
- Paid vacation days and closed Christmas Eve through New Year’s Day
- 403(b) retirement plan (with employer match)
The Shortino Family Foundation is committed to cultivating an organizational culture where everyone can bring their whole, authentic selves to work. The foundation believes a diverse, inclusive, and equitable workplace is one where all employees, no matter their gender, race, ethnicity, national origin, age, sexual orientation, gender identity, gender expression, education, or disability, are valued and respected.
Shortino Family Foundation staff typically operate out of the Foundation office, located in San Jose, CA. Due to COVID-19, all Foundation work is currently being done remotely until further notice. Candidates should expect to work on-site in San Jose once local public health officials deem it safe to return to work.
To be considered: Please email a thoughtful cover letter and resume outlining your interest and qualifications to email@example.com with “Grants Administrator” in the subject line.