Administrative Assistant, Advancement Services

We are seeking an Administrative Assistant to join the Foundation in its mission of benefitting, supporting, and enhancing the California Community Colleges—the largest and most diverse system of higher education in the nation. The Foundation for California Community Colleges is on a mission to double its impact in the next 10 years. We are a group of relentless optimists and innovators in education, working collaboratively with public and private partners to help improve the student experience and expand pathways to economic and social mobility in communities across California.

What You’ll Do

This position focuses primarily on active grants and Salesforce data, while also contributing to the collaborative work of the Advancement Services team and the Resource Development Department, generally. Processes related to managing active grants include processing reports, budget modifications and no-cost extension requests, plus gathering, tracking, and sharing information including through meetings, projects, and files. The assistant maintains systems for organizing and sharing such information, including through Asana, SharePoint, and Google Drive. The assistant also supports the broader work of Advancement Services, particularly data quality assurance in Salesforce and other systems. The ideal candidate is a quick learner and collaborative team player who is passionate about their own work and takes pride in successful team outcomes.

• Coordinate with grants development team on smooth transition of new grants from grant development and contracting to grants management activities. Ensure integrity of data in Salesforce at this transition point. Collaborate with the grants management team on new grant sync up meeting materials, extracting important information from grant agreements. Confirm the accuracy of content in sync up materials and Salesforce.
• Use Asana platform to facilitate grants management workflow, including to track tasks such as scheduling reports, calendar reminders, and check-in meetings.
• Assist the grants manager with preparing timely grant reports. Track report deadlines, develop report outlines based on forms in grant portals, gather and format supplemental materials, coordinate report submission according to funder requirements, and track them report-related recordkeeping for grant compliance. Coordinate with grants development team, program teams, and finance personnel on grant reports, as needed.
• Administrative support for meetings, including complex scheduling, regular monitoring for schedule conflicts, meeting preparation (including preparing agendas and coordinating agenda contributions from staff members), detailed note taking, and meeting follow up (including tracking action items, sending reminders, and scheduling follow up meetings).

Attributes for Success

• Careful attention to detail. Ability to extract data from documents and accurately enter them in a database. Ability to spot typographical errors and other inconsistencies.
• Ability to learn quickly and gather and analyze information skillfully. Ability to follow detailed, multi-step written and verbal instructions.
• Organizational skills that ensure accuracy, timeliness, and professionalism.
• Proficiency or willingness to develop high proficiency with Salesforce CRM and Asana work management platform. Ability to quickly master new software.
• High proficiency with Microsoft Office Suite, Google Suite, and Zoom. Familiarity with other technology platforms (such as Miro, Campaign Monitor, etc.) is a plus.
• Experience with complex scheduling and meeting coordination is a plus.
• We’re recruiting for mission-driven, passionate, equity-minded individuals with a strong desire to impact and change people’s lives for the better
• Our work holds great weight and responsibility, and the opportunity to impact the lives of millions
• Innovation, creativity, collaboration, and entrepreneurship are encouraged as employees work to achieve organizational goals
• FoundationCCC blends the impact of a non-profit, the culture of an entrepreneurial start-up, and the scale of a state agency
• Team members are hired for their expertise in niche areas across our areas of impact and higher education overall, and for their knowledge of business, philanthropy, technology, communications, and more
• We have a commitment to professional development and an emphasis on shared leadership, to ensure growth for employees and the organization overall

What we Offer

FoundationCCC is fully committed to a “remote-first” philosophy, and recruits and hires talent across the state in fully remote positions, where virtual work is possible. Our headquarters are located in Downtown Sacramento, just blocks from California’s State Capitol.

Benefits

• Competitive compensation, generous PTO, holidays
• Medical, dental, and vision plans, Flexible Spending Accounts, and Health Savings Accounts (HSA), Employee Assistance Program (EAP), and Wellness offerings
• CalPERS retirement program and optional 403(b) and 457 Retirement plans
• Tuition reimbursement
• Public Service Loan Forgiveness certified employer

This posting is a condensed version of the full job description. To request the full job description, please email us at jobs@foundationccc.org.

Budgeted Hourly Pay Range:

Final salary and rates are based on education, experience, skills relevant to the role, and internal equity.