OPERATIONS AND GRANTS ADMINISTRATOR
Location: San Diego, CA / Employment Type: Full-time (Hybrid)
Salary: $22-24 per hour (Commensurate with experience)
Position Overview: We are seeking an Operations and Grants Administrator to play a pivotal role in our organization's success. Reporting directly to the Executive Director and collaborating closely with our seven-person team, this full-time, non-exempt, hybrid role requires a high level of independence, meticulous attention to detail, and the ability to manage multiple tasks in a fast-paced environment. Ideal candidates possess a skill set that includes proficiency in Microsoft Office Suite, Quickbooks, Salesforce, and Click&Pledge, as well as strong strategic, analytical, and grant management capabilities. For full job description and to apply, please visit LinkedIn.
Position Overview: We are seeking an Operations and Grants Administrator to play a pivotal role in our organization's success. Reporting directly to the Executive Director and collaborating closely with our seven-person team, this full-time, non-exempt, hybrid role requires a high level of independence, meticulous attention to detail, and the ability to manage multiple tasks in a fast-paced environment. Ideal candidates possess a skill set that includes proficiency in Microsoft Office Suite, Quickbooks, Salesforce, and Click&Pledge, as well as strong strategic, analytical, and grant management capabilities.
Key Responsibilities:
Financial Coordinator
- Coordinate with bookkeeper, vendors, clients, Executive Director, and other team members on oversight of operating expenses.
- Maintain accurate financial records and monitor all organizational expenses.
- Working with bookkeeper, ensure the accuracy and timeliness of financial records, taxes, insurance, licenses, and rent.
- Create and maintain annual, monthly, and project-based budgets.
- Ensure accurate financial reporting and documentation.
Grant Administration
- Support the submission of grant applications and ensure compliance.
- Manage grant reporting, deadlines, and required documentation.
- Draft and submit narrative and financial grant reports.
- Maintain a comprehensive grant calendar and ensure timely follow-up.
Operations
- Streamline organizational processes for efficiency.
- Maintain well-organized offices, equipment, and office supplies.
- Manage IT providers and equipment to meet technology needs and ensure data security and backup.
Human Resources
- Oversee and standardize HR recruitment and onboarding processes.
- Maintain complete personnel paperwork and records.
- Manage service providers for payroll and benefits, including vacation/sick time.
- Implement HR policies and procedures.
- Create and maintain SDDC policy and procedure manuals with appropriate management controls and guidelines.
Requirements:
- Bachelors degree in a relevant field or equivalent experience.
- Proven financial management experience, including proficiency in QuickBooks.
- Strong writing and editing skills, particularly in grant reporting.
- Excellent communication and interpersonal skills, with the ability to engage diverse stakeholders.
- Flexibility to adapt to changing priorities and work in a fast-paced environment.
- Attention to detail
- Self-motivated, proactive, and capable of working independently and as part of a team.
- Familiarity with the San Diego community and an interest in global affairs is a plus.
How to Apply:
Please submit your resume and cover letter through LinkedIn, via email to operations@sandiegodiplomacy.org, or by mail to:
San Diego Diplomacy Council
Attn: Human Resources
4305 University Ave, Suite 510
San Diego, CA 92116
We will be accepting applications on a rolling basis. The San Diego Diplomacy Council is an equal-opportunity employer and welcomes applications from individuals of all backgrounds and experiences, including those from underrepresented communities. Please note that only shortlisted candidates will be contacted. Thank you for your understanding.
INTERNSHIPS & VOLUNTEERING
The next intern cohort will commence on September 5, and conclude in early March. Applications now open.
Gain hands-on experience in public diplomacy while learning about the work of a nonprofit in San Diego. Our volunteer intern positions are open to applicants with a high school diploma and above (non-students welcome). Internships completed as part of a college course are eligible for credit. Our internship program is attractive to emerging global leaders looking to expand their skills and knowledge in the following areas:
- Program - designed to give interns practical experience in planning and scheduling professional appointments for international visitors who come to San Diego. Program Interns are involved in one-on-one meetings, group discussions, and planning delegates' itineraries. In addition, the intern often accompanies visitors to their professional meetings.
- Executive - designed to give the intern experience in working with executive-level personnel on administrative, meeting planning, and communication tasks. Assist the Executive Director with expanding SDDC relationships, expand public relations, contribute to event planning, and assist with strategic development.
- Communications - designed to give the intern a high level of responsibility and exposure to local, national, and global media sources in a professional, intercultural environment.
- Development - designed to give the intern experience connecting with local, national, and international partners and community members, building new relationships, coordinating events, and serving as a liaison with donors and partners .
Internship Details and Timeline: Our volunteer internships are approximately 15 hours per week, for a duration of at least 6 months. We are currently recruiting for the Fall cohort of interns, due to commence on September 5.
To Apply: Email your resume to internship@sandiegodiplomacy.org.
