Job Opportunity: Operations & Grants Associate

Monday, May 7, 2018

Position: Operations & Grants Associate
Location: National City, CA
Travel: less than 5% to Mexico
Employment Status: Full Time, Non-Exempt
Reports to: President & CEO

Organization Description

The International Community Foundation (ICF) is a growing organization committed to working with U.S. donors to expand charitable giving in Mexico with an emphasis on Baja California and the Sea of Cortez region.  In fiscal year 2017, ICF granted over $9.8 million to organizations working on health, education, and environmental issues in Mexico and Latin America.  In addition, ICF manages several high-impact programs in Mexico that work to improve quality of life in targeted communities.

Position Description

This position supports ICF’s President & CEO, board of directors, and program staff through oversight of ICF’s office administration, human resources, and property management. This position also manages the board vote, grant process, and annual grantee reporting. At times, this position will require being available outside of normal business hours.


1. Administrative/Executive Assistant:

  • Assist with scheduling meetings, travel, accommodations, etc.
  • Provide logistical support for ICF events, including board meetings, donor events, staff training/retreats, workshops, etc. in the U.S. and Mexico

2. Property/Office Administration:

  • Maintain all front office clerical responsibilities, including, but not limited to, answering and directing phone calls, checking voice mail, taking and distributing messages, receiving, sorting, and distributing incoming mail, photocopying, scanning, and faxing, filing and file maintenance, preparing and sending outgoing mailings and packages, typing documents and correspondence.
  • Fulfill tasks related to facilities management, including copy machine maintenance, monitoring and ordering inventory of office supplies.
  • Take care of vendor relationships for 2505 N Avenue and its office/IT systems, including cleaning crew and San Diego Futures Foundation tech support team.
  • Liaison to Olivewood Gardens and Learning Center (ICF’s supporting organization). Follow procedures for use of any Olivewood facilities.
  • Oversee zone-change and general plan amendment process for 2443 N Avenue, including submitting applications to the city, applying with city procedures, conducting public meetings, and liaising with architects, planners, and city officials.

3.  Implement ICF’s Board Meetings, Board Committees, and Events:

  • Liaison to the Board of Governors, manage preparation of board packets and materials for Board Committees, including Finance, Audit, Marketing, and Executive.
  • Schedule board meetings, keep track of RSVPs and meeting locations, and send reminders and materials before meetings are held.
  • Responsible for board meeting minutes including review with Board Secretary and President.

4. Human Resources:

  • Submit biweekly ADP payroll and Vanguard 403b contributions. Notify President and Accountant of transactions and print/file any necessary records.
  • Plan and conduct new employee orientations.
  • Maintain updated annual insurance coverages.  Request any necessary certificates for travel and/or events. If an accident occurs, prepares reports for insurance carrier.
  • Maintain records for benefits plan participation such as insurance, 403b plan, PTO, personnel transactions such as hires, promotions, transfers, performance reviews and terminations as well as employee statistics for required reporting.
  • Oversee any visa, employment eligibility, disability, or other special-circumstance documentation and payment processes.

5. Implement Grant Process:

  • Prepare board vote in GIFTS Online in conjunction with ICF program officers. Send to board members and collect approvals. Close board vote in Gifts Online.
  • Input wire transfer and check request information into FIMS (closing the grant cycle) and communicate to grantees, program officers, and finance staff.
  • Prepare and send grant award letters with appropriate reporting deadlines and formats.  Collect required documentation and pass on to finance team. File accordingly.
  • Communicate with grantees about wire transfers, report deadlines/formats, and ICF communications needs. Manage questions about and edits to Donor Central and Kimbia platforms/pages.
  • Process and post program expenses and grants, once they have been paid out, in Accounts Payable module of FIMS.
  • Maintain grantee information in FIMS and paper files (if needed), including grants, report deadlines, contact information, and due diligence requirements.
  • Provide grant information for the audit and annual report.
  • Maintain internal formats/systems to support grants management.

6. Support ICF organizational fundraising/development process:

  • Open new funds in FIMS and send welcome packet.
  • Finalize and implement fund checklist.
  • Receive, code, and log checks and notify program officers and finance staff.
  • Manage relationship with Labyrinth, Inc. to insure that corporate registration process is complete for ICF in all required states.

 Perform other duties as assigned.


  • Passion for ICF’s mission and geographic regional focus areas, as well as a general interest in international development
  • A bachelors' degree with an international focus or 1-2 years of nonprofit and philanthropic experience
  • Ability to demonstrate attention to detail Ability to demonstrate a professional demeanor and lead with integrity
  • Strong donor/client service orientation in person, on the phone, and in email/written correspondence
  • Strong communications skills, including a sense of diplomacy, flexibility, and discretion
  • Strong knowledge of Microsoft Office, including high competency in Excel
  • Excellent verbal and written skills in Spanish and English, and ability to articulate matters related to our industry in both languages

Please e-mail Emily Wolfsohn at [email protected] or call 619-336-2252 to apply for the position.

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