Grants & Database Coordinator

The Immigrant Legal Resource Center is Hiring!

Grants & Database Coordinator

San Francisco, CA (preferred) or Washington, DC

The Immigrant Legal Resource Center (ILRC) is seeking a full-time Grants & Database Coordinator in our San Francisco, CA or Washington, DC offices This is a non-exempt position that reports to the Director of Institutional Giving. It is a hands-on, fast-paced role that will support and contribute to the growth of all aspects of the ILRC’s grants and institutional fundraising efforts. The ILRC currently has a hybrid work model requiring two in-office days per week.

The ILRC is a national nonprofit legal support center headquartered in San Francisco with offices in Washington, D.C.; Austin, Houston, Laredo, and San Antonio, TX; and the San Joaquin Valley of California. The mission of the ILRC is to work with, educate, and enhance the capacity of immigrants, community organizations, and the legal sector, in order to build a democratic society that values diversity, dignity, and the rights of all people. Founded in 1979, the ILRC is regarded as one of the foremost experts on engaging immigrants and developing their leadership in the democratic process, providing expertise on complex issues of immigration law, procedure and policy, and engaging in advocacy and educational initiatives on policies that affect immigrants. We are a team-based organization that makes most of its decisions in a collaborative fashion that allows for significant staff input.

Job Responsibilities:

The Grants & Database Coordinator will be an integral member of the Grants team. The role will be responsible for providing a wide range of support to the daily operations and administration of the Grants team activities. The role will focus on managing the team’s robust database, supporting the regranting agreement process with partner organizations, and ensuring sound and efficient operations of the Grants team. (Job duties may change as the role progresses.)

The Grants & Database Coordinator will:

• Be the primary administrator for the Grants team’s Salesforce database that includes the funder CRM, the Outbound Funds module to track regrants made to partner organizations in the field, and the Events & Activities module to collect data on project grant deliverables. Ensure excellent data quality and timely data entry in Salesforce so all information is current, correct, and usable.
• Manage grants processing, run reports, and maintain grants deadlines in Salesforce: enter committed and expected grant revenue, work with program staff to track grant funded events and run reports on grant funded activities to ensure grant deliverables are met, enter and update all funder related deadlines that will guide the Grants team’s workflow and priorities. Manage the acknowledgement process for all grants received.
• Coordinate and initiate discussions with program team members to track new grants that include regranting to partner organizations. Collect regranting details, collaborate with program team members to complete and finalize partner regrant contract agreements (Memorandum of Understanding), and prepare and send reporting templates and conduct follow-up with regrant partner organizations, as needed, to ensure funder deadlines are met. Work with finance team members to ensure regrant payments are made to partner organizations.
• Manage the DocuSign process for grant agreement letters, regrant contract agreements, and revenue-based contracts. Route them to the relevant team members for approval and signature.
• Organize, maintain, and distribute grant related documents and materials in SharePoint and connect all relevant documents to the appropriate funder records in Salesforce.
• Help document and update the Grante team’s Standard Operating Procedures (SOPs) and workflows.
• Support new funder research to identify potential institutional funders.
• Conduct additional administrative tasks as requested by the Grants team, including managing funder portal information, supporting funder contact information for cultivation email distribution, scheduling meetings with internal and external stakeholders, taking meeting notes, compiling supporting documents for grant proposals and reports (including demographic data on the ILRC and the communities we serve), and other ad hoc requests, as needed.

Qualifications:

• Two + years of experience in nonprofit fundraising administration, database management, operations, and / or equivalent. Experience writing grant proposals and reports is a plus.
• Strong oral and written communication skills, including the ability to clearly communicate logistics to a diverse group of colleagues and partners.
• Enthusiasm for administrative responsibilities and tasks. This role requires attention to detail and the ability to meet deadlines.
• Ability to develop, document, and communicate administrative project timelines and processes in support of project team staff and goals.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel, preferred.
• Experience working effectively with data and tools for data analysis. Experience with Salesforce preferred.
• A willingness to exchange ideas and to be flexible as to approaches for carrying out the goals and priorities.
• A strong work ethic, including the following qualities: organized, detail-oriented, flexible, reliable, goal-oriented, and dependable, with the ability to be an independent worker, and able to handle several projects simultaneously while thriving in a team-based collaborative decision-making environment.
• Strong interpersonal skills. Respect for all co-workers and partner collaborators, and enthusiasm for working in a team-based, collaborative organization.

Core Competencies:

• Motivated self-starter with demonstrated good judgment, creativity, critical thinking, flexibility, resourcefulness, and problem-solving abilities.
• Strong interpersonal skills and an ability to work collaboratively with others in a team environment.
• Ability to manage multiple projects simultaneously in a fast-paced organization, while maintaining a firm grasp on individual project details and deadlines.
• Experience with a CRM, preferably Salesforce.
• Strong, detail-oriented organizational skills are required, as well as the ability to follow projects through to completion.

Compensation/Benefits:

The annual pay range for this position is $75,000 - $85,000. The ILRC offers excellent benefits, medical/dental/vision insurance, a flexible spending account for medical and dependent care, vacation, and sick leave. The ILRC also sponsors a retirement plan option upon fulfillment of eligibility. Additionally, we offer an annual professional development stipend of $2,500, and, from 2024 – 2027, an annual wellness stipend of $2,500.

Applications:

The position will remain open until January 17th, 2025. We will consider applications on an ongoing basis beginning immediately. To ensure consideration of your application, please submit a cover letter explaining your qualifications for the role, salary requirements, a current resume, and an original sample of your communications writing, as well as the names and contact information of three professional references, one of which must be a supervisor.

Online applications are preferred. As an alternative, you can mail your application to:

Grants & Database Coordinator Hiring Committee

Immigrant Legal Resource Center

1458 Howard Street

San Francisco, CA 94103

No phone calls, please.

As a condition of employment at the ILRC, you will be required to submit proof of vaccination and the most recent booster shot available against COVID-19.*

The ILRC is an equal opportunity employer and does not make hiring or employment decisions on the basis of race, color, religion or religious beliefs, ethnic or national origin, nationality, sex, gender, gender-identity, sexual orientation, disability age, military or veteran status, or any other basis protected by applicable local, state or federal laws. Pursuant to the San Francisco Fair Chance Ordinance and other similar state laws and local ordinances, ILRC will also consider for employment qualified applicants with arrest or conviction records.

The ILRC provides reasonable accommodations as required by law. Employees may request an exception from vaccination requirements (if applicable), if the vaccine is medically contraindicated for them or medical necessity requires a delay in vaccination. Employees also may be legally entitled to a reasonable accommodation if they cannot be vaccinated because of a disability, or if receiving a COVID-19 vaccination conflicts with a sincerely held religious belief, practice, or observance. There may be other recognized exceptions under applicable state and/or local laws.