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San Diego Administrative Coordinator Job Opening

Careers – Business Administration & Grant Program Assistant – Job Opportunity

New Job Opening:

BUSINESS ADMINISTRATION & GRANT PROGRAM ASSISTANT


San Diego Police Foundation
444 West Beech Street, San Diego, CA 92101
Call: (619) 232-2130 Ext. 103
Email: nicole@sdpolicefoundation.org

OVERVIEW & JOB DESCRIPTION

The San Diego Police Foundation (SDPF), a 501(c)(3) independent nonprofit organization whose work includes grantmaking, fundraising, and some program delivery, is looking for a detail-oriented Business Administration Assistant to provide clerical, administrative and CRM database support. You will work closely with the Director of Business Administration whose responsibilities include a range of business operations including processing incoming and outgoing revenue; budgeting; HR and payroll; nonprofit compliance; contracts and agreements; managing the Foundation’s CRM database and electronic and paper records; office and facilities management; supporting the board of directors; and leading the Foundation’s successful  grantmaking program which has contributed $10 million to SDPD to-date.

PRIMARY RESPONSIBILITIES

The Business Administration & Grant Program Assistant will focus her/his time as follows:

Basic Bookkeeping (30% of time)
  • Record all revenue received including checks, credit card payments, and online/ electronic payments on a daily basis.
  • Record and track gifts, pledges and pledge payments, grants, and sponsorships.
  • Compile weekly deposit reports using Excel, Donor Perfect, and Classy.
  • Accounts Payable: Process invoices and prepare them for payment.
  • Accounts Receivable: Generate, record and track invoices issued by the Foundation.
  • Provide data to assist with event revenue and expense projections and monitor those projections on a regular basis.
  • Perform additional administrative duties to support fundraising, donor stewardship, donor giving circle renewals, and agreements with corporate partners.
Donor Data Entry & Records Management (20% of time)
  • With the Director of Business Administration, manage the donor CRM (we use DonorPerfect), ensuring database accuracy and integrity.
  • Create and maintain records of donors, giving circle members, corporate partners, etc. in Donor Perfect.
  • Generate reports in Donor Perfect and Classy.
  • Occasionally generate reports in Greater Giving.
Grant Program (20% of time)
  • Respond to inquiries about funding needs and funds available; help applicants prepare grant proposals, as needed.
  • Process and track grant request and approvals under the supervision of the Director of Business Administration.
  • Assist with grant committee meetings, record-keeping, and reports.
  • Generate purchase orders and tracks purchases.
  • Perform additional administrative and clerical duties to support grantor-grantee communications, grant-tracking, revenue and expense, and reporting.
General Office, Facilities & Meeting Support (20% of time)
  • Prepare for review by the Director of Business Administration proposals, agreements, contracts, and filings.
  • Assist with inventory, ordering, distributing, and tracking donor circle recognition items.
  • Communicate by phone and in email with service providers, donors and prospective donors, and individuals seeking grant funding
  • Assist with board and committee meetings, as needed.
  • Provide support for the planning and execution of 2-3 major special events per year.
Office Support for the President/CEO (10% of time)

This Administrative Coordinator position offers potential to assume Executive Assistant responsibilities, including:

    • Prepare President/CEO’s monthly credit card reconciliation.
    • Prepare President/CEO’s monthly reimbursement requests.
    • Pull reports or retrieve information about donors and partners from Donor Perfect when requested.
    • Receive feedback about general office operations and follow-up as appropriate.
    • Other duties as assigned.

REQUIREMENTS FOR THIS POSITION INCLUDE:

  • Minimum of three years of experience in an administrative role
  • Knowledge about the organization’s mission; ability to communicate the mission and values to external and internal audiences
  • Experience working with Donor Perfect or similar CRM (such as Salesforce, Zoho, etc.)
  • Expertise in Microsoft Office, including Word, Outlook, and Excel
  • Experience using—or the ability to quickly learn—Microsoft Teams, Adobe Pro, and PowerPoint
  • Experience operating office equipment including copying, scanning and changing ink cartridges.
  • Excellent interpersonal communication skills, including with colleagues, donors and stakeholders.
  • A willingness to ask questions and request help as needed, balanced with initiative and a desire to problem-solve
  • Ability to recognize and handle confidential information with a high degree of discretion.
  • Ability to work in a collaborative environment
  • Excellent time management skills and the ability to multi-task successfully
  • Demonstrated respect and inclusiveness for all employees; commitment to embracing differences.
  • Capable of lifting objects up to 30 pounds.
  • The Foundation is a drug-free environment. A final offer of employment is contingent upon the candidate passing a drug test and background check

THE IDEAL CANDIDATE WILL BRING: 

  • 2-3 years of experience in a fundraising or membership department within a non-profit organization, or similar experience
  • Excitement about the organization’s mission
  • Experience managing accounts payable and/or bookkeeping functions
  • Experience with email marketing software such as Classy, MailChimp, Emma, etc.
  • Experience using web-based marketing and event-management software. We use Classy, Emma and Greater Giving
  • Familiarity with multi-line phone systems such as ESI
  • Valid driver’s license, insurance and daily access to a vehicle

WHAT WE OFFER

The San Diego Police Foundation offers a great work environment including an enviable location and supportive work culture that values teamwork and collaboration. Located in Little Italy within walking distance to San Diego Bay, the Foundation’s spacious offices are situated in a secure building that boasts ample natural light.

Our pay and benefits package are competitive and include:

  • 11 paid holidays plus one floating paid holiday
  • 85% of health insurance paid by employer, plus free dental and vision (after 3 months employment)
  • Safe Harbor 401k plan with 3% match (after 6 months employment)
  • Free parking for employees in a gated lot adjacent to the office
  • Compensation for this position is $25-$26/hour (40 hours per week)

We are proud to be an equal opportunity workplace for all. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.

For the safety of employees, we maintain strict compliance with all applicable public health orders.

ABOUT US

The San Diego Police Foundation is an independent 501(c)(3) nonprofit organization that provides the San Diego Police Department (SDPD) with resources, training, and equipment needed to enhance the work of law enforcement. The Foundation is proud to:
• Fund critical needs and shortages that shrinking budgets no longer cover.
• Advocate for better safety measures and practices in our communities.
• Highlight ascendant best practices in law enforcement including diversity initiatives.
• Strengthen the mutually beneficial relationship between SDPD and the public it serves.

We are at an exciting stage in our organizational growth. Exceptional leadership and support from partners and the public have enabled the Foundation to emerge from the Covid pandemic with a collaborative and committed team, an exciting slate of programs and events, and the potential for meaningful growth.

HOW TO APPLY

Interested and qualified candidates should email a resume and brief cover letter that explains why you are a great fit for this role to nicole@sdpolicefoundation.org . Please include Business Administration & Grants in the subject line. Due to the volume of responses, phone inquiries will not be accepted.

Last Updated 06.30.2022