Finance/Grants Management Associate

About the Heising-Simons Foundation

Established in 2007 by husband and wife Board Members Mark Heising and Liz Simons, the Heising-Simons Foundation is dedicated to advancing sustainable solutions in environment, supporting groundbreaking research in science, and enhancing the education of our youngest learners. The Foundation makes grants at the local, state, and national levels.

The Foundation’s grantmaking is guided by the following values:

  • We believe education is the route to opportunity
  • We are committed to promoting sustainability
  • We believe in research-driven solutions
  • We are committed to engaging and uniting stakeholders

The Foundation currently has an asset base of about $370,000,000. In 2015, the Foundation awarded $42,390,000 in grants.

Summary of Position

The Finance/Grants Management Associate provides efficient, pro-active administrative, clerical, grants management, and accounting support to the Foundation.

Working and Reporting Relationships

The Finance/Grants Management Associate will support the Foundation’s financial and grants administration operations. This nonexempt position reports to the Director of Finance but will work closely with both the Director of Finance and the Grants Manager.

Duties and Responsibilities

Finance duties will include, but not be limited to, the following:

  • Opening accounting mail
  • Coding invoices
  • Entering invoices into QuickBooks
  • Handling the payment of invoices, from procuring approvals and signatures as needed, to mailing checks with necessary paperwork, and filing the supporting documentation
  • Reconciling credit card receipts to monthly statements
  • Assisting in bi-weekly payroll processing
  • Maintaining cash receipts log
  • Handling deposits
  • Tracking Employee Benefits to include vacation and sick hours, health care costs, flexible spending plan, matching gift program, and other programs as necessary
  • Entering expense reimbursement requests into QuickBooks
  • Updating the Fixed Asset Log and tagging new assets
  • Assisting with Bank reconciliations
  • Creating and maintaining electronic and hard copy accounting files
  • Preparing financial analyses as required
  • Responding in a timely, professional, and courteous manner to inquiries and requests for information from vendors and staff
  • Assisting in the preparation of materials and presentations (PowerPoint) for the quarterly Board meeting and other meetings
  • Assisting in annual audit and tax preparation
  • Providing back up phone and administrative support as needed
  • Working with Director of Finance to refine accounting processes

Grants management duties will include, but not be limited to, the following:

  • Creating and maintaining grant files according to Foundation processes, using grants database to manage individual grant information
  • Maintaining grant files and grantmaking documentation in the Foundation’s shared drives
  • Monitoring Foundation wide and program grants budgets as requested
  • Monitoring grants for legal, financial, and program compliance including but not limited to: preparing report and payment schedules for approval by Program Officer and ensuring that report reminders are sent; that reports and other grant requirements are received, reviewed, and approved by Program Officer; and that reports and other grant requirements are correctly documented in the grant files and database
  • Providing customer services to grantees regarding grant requirements, grants status, and questions. Maintaining positive and productive work relationships with a wide range of grantees, organizations, and individuals.
  • Generating grant agreements and reviewing related key grant data
  • Overseeing the [email protected] mailbox for transmission of grant agreements and related correspondence
  • Providing data entry support for data integrity projects
  • Composing, proofreading, and correcting documents with a very high level of accuracy.
  • Working with Grants Manager to refine grantmaking processes.

Minimum Requirements

  • Bachelor’s degree or equivalent education and experience
  • Minimum of 3–5 years of administrative experience
  • Excellent written and oral communication skills
  • Experience in QuickBooks
  • Computer proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook
  • Ability to plan and prioritize workflow and meet deadlines
  • Ability to work independently and reliably, take initiative, and be solution-oriented
  • Excellent attention to detail, accuracy, and follow-through
  • Flexibility and willingness to assist others as needed
  • Ability to explain Foundation’s history, values, and current funding initiatives
  • Ability to accurately articulate the goals and objectives of assigned program area(s)

Additional Preferences

  • Experience in philanthropy or nonprofit organizations
  • Experience with grants management databases
  • Sense of teamwork, community, humor, and integrity

Physical Demands

  • Generates written communications using a computer
  • Works at a desk for 2–3 hours at a time
  • Lifts and moves documents and supplies (not to exceed 25 lbs.)
  • Bends to file or retrieve documents

Equal Employment Opportunity

The Foundation is an equal opportunity employer, welcomes a diverse pool of applicants, and makes employment decisions on the basis of merit. Foundation policy prohibits unlawful discrimination based on race, color, religion, gender, sexual orientation, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, military service, legally protected medical condition, or any other consideration made unlawful by federal, state, or local laws.

Applicants with Disabilities

Reasonable accommodation will be made so that qualified applicants with disabilities may participate in the application process. Please advise in writing of special needs at the time of application.

Benefits and Compensation

The Foundation offers an excellent benefits package and a salary that is commensurate with education and experience. This nonexempt, full-time position is located in Los Altos, California.

Application Instructions

To apply for this position, please send cover letter, resume, and salary history to [email protected] with “Finance/Grants Management Associate” in the subject line. Review of applications will continue until April 15, 2016. No phone inquiries please.




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