Operations & Grants Management



Operations & Grants Management

Employment Type:

Part time


Seattle, WA



Application Contact:


Job Description:

Located in Seattle, Washington, the Stolte Family Foundation (SFF) is a private foundation founded by Chris and Heidi Stolte. With a small team and annual grantmaking reaching $5 million in 2019, the Foundation encourages a culture of continuous learning, empowerment, collaborative engagement, and entrepreneurial spirit. We are a mission-driven team that is motivated by a desire for impact.
SFF believes in creating a sustainable future where everyone has the opportunity to reach their full potential. To that end, we invest in organizations that champion systemic changes in education, and environmental policy and practice. To ensure the greatest impact, we take a holistic approach—listening and learning about why things are the way they are and building and leveraging relationships in the community to identify and implement the most effective solutions possible.
SFF is committed to diversity and racial equity, and we believe in empowering the community and working as partners to bring about positive change. We understand the urgent nature of this work while recognizing that complex challenges and empowerment take time. We aim to build trust, and we assume personal responsibility so that we show up as trustworthy. We challenge our assumptions and welcome feedback.
To learn more about the foundation, please visit www.stoltefamilyfoundation.org.
Our vision for this position
We are looking for a flexible and motivated team member interested in joining a small team to support and advance the operations and grants management functions of the foundation in its startup phase. The ideal candidate understands the importance of building strong systems and demonstrates a nimbleness of working across a spectrum of administrative, database management, research, and planning projects. The candidate brings credibility and experience working within confidential settings, managing independent work and looking ahead at system and administrative process enhancements. The ideal candidate can thrive in small teams, work independently as well as collaboratively, and demonstrate agility. Alignment in values and interest areas is a plus, along with experience in the philanthropic sector. We believe small teams can be effective and have fun working and learning together.
The operations and grants management team member, working under the guidance of the Executive Director, will be responsible for a range of projects related to administration, grants management, operations, and board & team support. In addition, our new team member will assist with new work, including activating a new grants management software, researching programs related to our funding pillars and other future projects as needed. The position will be based at the Foundation’s Fremont office, remote work is supported, and technology is provided.
  • Manage general office operations, advance current procedures, and ensure accuracy and integrity with record-keeping and data management.
  • Support the SFF Board and staff with broad administrative tasks including calendar management, event coordination, scheduling meetings, managing meeting logistics, and other aspects related to the grant-making process.
  • Oversee the transition to a new grants management system. Support implementation of the new system and train team members on best practice usage.
  • Ownership of grants workflow from beginning to end. Respond to and process general inquiries. Serve as primary point of contact for nonprofit partners applying for financial support. Ensure grant applications and supporting documentation are received and provide partners with outstanding service.
  • Research and reporting: prepare foundation reports, often using data visualization software, for internal and external meetings. Research areas of foundation giving as needed.
  • Provide dynamic and critical thinking as we build a foundation committed to achieving advancement of outcomes in the areas of education, climate and clean energy, and democracy.
  • Keep abreast of best practices and legal requirements of grantmaking through webinars and participation in relevant professional development opportunities.
Qualifications, Skills, and Strengths
  • Ability to work effectively in a start-up culture with a small collaborative team.
  • Demonstrated track record of strengthening an organization’s internal systems.
  • Strong project management skills, including the ability to effectively manage time, meet multiple competing deadlines and prioritize tasks with strong attention to detail.
  • A commitment to communicating with multiple styles and a confident ability to manage up, along with creating timely reports related to deliverables.
  • Experience as a user of grant-management or customer service software and tracking systems.
  • Goal-oriented, pro-active self-starter with the ability to work independently and approach challenges with a high degree of adaptability and creativity.
  • Professional yet approachable demeanor with strong interpersonal and relationship-building skills that effectively lead to building rapport and trust.
  • Ability to work collaboratively with partner organizations and vendors to deepen relationships for SFF and capably represent the organization externally.
  • Open, flexible, and culturally competent when working with POC-led community-based organizations.
  • Highly experienced computer skills: proficiency with MS Word, Excel, PowerPoint, Gmail and Google Calendar, Dropbox, and information management software.
  • Unwavering commitment to confidentiality.
  • An optimism, drive, or desire to be a part of having a positive impact on our world.
Education and Experience
  • Preferably 5 years of relevant experience in a professional setting. Work with small teams a plus.
  • Demonstrated strong skills in administrative and operational management.
  • Previous philanthropy experience is not required, but valued, along with a demonstrated track-record of effective relationships with POC-led community organizations and local nonprofit organizations.
Foundation Grants Management:
  • Oversee the adoption and implementation of a new grants management system, such as Foundant Technologies.
  • Convert current grant information to new technology. Train staff and board on effective use of software.
  • Serve as primary service partner to nonprofits applying for support. Provide general technical assistance to nonprofits, compile nonprofit communications and necessary application information.
  • Internally, issue and monitor grant correspondence and payments. Ensure impact reports are received, saved and shared with SFF team and board.
  • Determine best way to incorporate feedback into improving grants processes.
  • Ensure compliance with IRS and foundation requirements for all grants.
Site Visits, Meetings, and Event Coordination:
  • Schedule and coordinate logistics for site visits.
  • Manage logistics for all SFF hosted meetings, partner convenings, and events throughout the year.
  • Support for team meetings, retreats and other team functions.
Operation Efficiency:
  • Help design and implement efficient operational processes and procedures.
  • Support Executive Director in achieving internal team goals including team trainings, internal communications, and the development and maintenance of new internal processes and procedures.
  • Standardize and document internal policies, procedures and evaluation related to grant programs.
  • Enhance expense review and documentation process, support Executive Director and SFF team with expense reports.
  • Provide regular website review and updates.
Other potential areas of work include:
  • Coordinate team scheduling, appointments, engagements and calendar management.
  • Provide general administrative support to the SFF team and board when needed.
  • Assist with booking travel and accomodations.
  • Help maintain information on the Foundation’s website.
  • Assist in researching community issues related to funding pillars, as needed.
This position is .80 FTE. Salary range is $62,000 - $68,000 (1.0 FTE). Salary will be commensurate with qualifications and experience. Benefits package is highly competitive with other private foundations and includes 401K match. The Foundation will also match all personal gifts 1:1 to charitable organizations made during the term of employment.
How to Apply
Send resume and cover letter via email to hiring@stoltefamilyfoundation.org.  Materials will be reviewed on a rolling basis until filled. No phone calls please.
Target month for start date is April 2019. Candidates are required to sign a confidentiality and arbitration agreement.
We are an equal opportunity employer and we are committed to a diverse, multi-cultural work environment. Stolte Family Foundation does not discriminate in employment on the basis of age, race, creed, gender, religion, marital status, veteran’s status, national origin, disability, or sexual orientation. People of color, people with disabilities, and people of diverse sexual orientations are encouraged to apply.
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of duties, responsibilities and required skills. Job Descriptions may be subject to change to meet the needs of the organization.
Stolte Family Foundation
4616 25th Ave NE #193
Seattle, WA, United States
Phone: 2062276214
Organization Profile