About the roleWe are looking for a Head of Grant Operations to build and lead the Foundation's grantmaking operations function. Reporting to the CFO, this is a foundational leadership role responsible for designing and managing the systems, processes, policies, and controls that support the Foundation's grantmaking activities from initial diligence through final closeout.
The Head of Grant Operations will serve as a key partner to program teams, legal, finance, compliance, and leadership. You will help ensure that grants are structured thoughtfully, administered effectively, and monitored appropriately while enabling the Foundation to move quickly and responsibly in pursuit of its mission.
This role requires a unique combination of operational rigor, sound judgment, relationship management skills, and a willingness to work directly in the details. You will be expected to operate strategically while also personally managing many aspects of the Foundation's grant portfolio as the organization grows.
What you'll do- Build the Foundation's grant operations infrastructure
- Develop and maintain the Foundation's grantmaking policies, procedures, templates, and operational frameworks
- Design scalable grant administration processes that support a growing and increasingly complex grant portfolio
- Establish systems for tracking grants, reporting obligations, compliance requirements, and key milestones
- Maintain the Foundation's grant register and related records
- Develop and maintain operational controls that ensure grants are administered consistently and responsibly
- Help select and implement grant management systems and related technology platforms and infuse AI into the process
- Support diligence and grant structuring
- Partner with program teams to evaluate prospective grants and funding opportunities
- Conduct operational, financial, legal, compliance, and reputational diligence on prospective grantees
- Assess organizational capacity, governance, financial health, and execution capability
- Identify potential risks and recommend mitigation strategies
- Coordinate diligence efforts across legal, finance, and program teams
- Manage grant execution
- Lead preparation, negotiation, and execution of grant agreements and related documentation
- Serve as a primary point of contact for grantees during the grant setup process
- Partner closely with legal counsel to structure grant agreements appropriately
- Ensure all required approvals, documentation, and compliance reviews are completed prior to funding
- Oversee grant administration and monitoring
- Track grant payments, reporting obligations, milestones, and compliance requirements throughout the grant lifecycle
- Review grantee reports, deliverables, financial submissions, and other required documentation
- Follow up with grantees regarding reporting obligations and outstanding deliverables
- Partner with program teams to assess grant progress, performance, and impact
- Escalate potential concerns, risks, or compliance issues when appropriate
- Manage modifications and closeout
- Coordinate grant amendments, renewals, extensions, and other modifications
- Negotiate revised reporting schedules, deliverables, and grant terms when circumstances change
- Ensure grants are appropriately closed upon completion
- Maintain complete grant records and documentation throughout the grant lifecycle
- Capture lessons learned and continuously improve grantmaking processes
- Partner across the Foundation
- Work closely with program teams, legal, finance, compliance, and leadership
- Serve as an internal expert on grant administration, grant compliance, and operational best practices
- Help balance operational rigor with an excellent experience for grantees and internal stakeholders
- Help shape the Foundation's broader grantmaking infrastructure and operating model as it scales
Qualifications- 10-15+ years of relevant experience strongly preferred
- Significant experience in grants management, philanthropy, nonprofit operations, compliance, legal operations, foundation administration, or related fields
- Experience administering complex grant portfolios through the full grant lifecycle
- Experience conducting organizational, financial, operational, compliance, and reputational diligence
- Experience negotiating grant agreements, funding agreements, or similar contractual arrangements
- Strong understanding of charitable giving regulations, grant compliance requirements, and philanthropic best practices
- Excellent project management and organizational skills
- Strong analytical and problem-solving capabilities
- Exceptional written and verbal communication skills
- High degree of ownership, judgment, discretion, and accountability
- Ability to operate effectively in a fast-moving and highly ambiguous environment
Preferred Qualifications- Experience at a large private foundation, public charity, donor-advised fund, family office, university, multilateral organization, or major grantmaking institution
- Experience administering international grants and cross-border funding programs
- Familiarity with expenditure responsibility, equivalency determination, fiscal sponsorship, and other complex grantmaking structures
- Experience implementing or managing grants management systems
- Experience supporting large-scale philanthropic portfolios involving significant annual grantmaking
The pay range for this role is:
246,000 - 338,000 USD per year (US San Francisco Bay Area)
