Grants Administrator, Institutional Partnerships and Philanthropy, Resource Development

Location: San Francisco

In an increasingly complex and changing world, we believe that a peaceful and engaged Asia is of critical global importance. We work with innovative leaders and communities to build effective institutions and advance path-breaking reforms. Together with our partners, we are committed to Asia’s continued development as a peaceful, just, and thriving region of the world.

Informed by six decades of experience and deep local expertise, The Asia Foundation’s programs address critical issues affecting Asia in the 21st century: governance and law, economic development, women’s empowerment, environment, and regional cooperation. These are just some of the ways we encourage Asia’s continued development as a peaceful, just, and thriving region of the world.

The Asia Foundation is seeking a grants administrator, Institutional Partnerships and Philanthropy for our San Francisco office’s Resource Development unit.


The grants administrator provides grants administration and proposal development support to the Resource Development unit’s Institutional Partnerships & Philanthropy team. This role will help secure and steward grants and gifts from private sector institutions, including corporations and private foundations, in addition to family foundations and major gifts donors. In addition, this role, under the direct supervision of the associate director, Institutional Partnerships & Philanthropy and in close collaboration with the Director, Foundation and Corporate Philanthropy, will assume ownership of new proposal development for a select portfolio and oversee the grants administration and stewardship of a portfolio of approximately 60-80 grants. The administrator also contributes to unit correspondence, internal/external presentations, and prospect/donor solicitation, cultivation, and stewardship materials; updates Raiser’s Edge database records in accordance with established organizational protocols and maintains departmental electronic files; conducts web-based and other research assignments as requested by the unit directors.

Administrative support includes but is not limited to the following:

  • Manage donor records in the Raiser’s Edge database, and ensure new grant agreements and submitted reports are maintained in online filing system;
  • Ensure accurate maintenance of donor records, including but not limited to tracking cultivation, solicitation, and stewardship activities in the Raiser’s Edge database, by working in close conjunction with Development Information Systems;
  • Prepare quarterly synopses of newly funded projects in advance of board of trustees meetings;
  • Support the department with donor communications, including website content;
  • Prepare background information to support strategic cultivation and solicitation efforts;
  • Provide support at events, meetings, and donor-related activities, including developing attendee profiles, managing registration, and executing other on-site logistical activities.

Grants administration support includes but is not limited to the following:

  • Track grant deadlines, and manage oversight of narrative and financial reporting process effectively and efficiently with colleagues in the field offices;
  • Edit narrative and financial reports both narrative-editing and copy-editing on an as-needed basis;
  • Collaborate with Program Finance to ensure that financial reports submitted to donors are accurate, consistent, and current with the terms of the donor’s letter of agreement;
  • Coordinate calendar management for proposal production and submission schedule and proactively track deadlines; maintain electronic record-filing systems; maintain centralized documents pertinent to RD operations;
  • Track and administer donor benefits and stewardship activities;
  • Manage prospect identification and research process, including management of prospect pipeline.

Proposal development support includes but is not limited to the following:

  • Research new grant opportunities;
  • Support proposal development efforts in collaboration with Resource Development, field office, and program expert colleagues (including writing and editing proposals, creating budgets, gathering and presenting data, and proposal team coordinating) to obtain project-restricted funding from institutional donors (corporate, private, and family foundations) for activities primarily in the Foundation’s field offices;
  • Ensure proposals and funding adheres to grant requirements;
  • Create materials and collateral on special projects and programs for use by Resource Development staff.


  • Reports to the associate director, Institutional Partnerships & Philanthropy, and works closely with unit directors and other Resource Development unit members to support fundraising efforts.
  • Regular contact with Global Communications, Programs, Financial Services, the Washington D.C. office, and the 18 country offices.
  • Regular contact with The Asia Foundation’s individual and institutional donors, prospective donors, and other key constituencies.
  • Potential contact with vendors, production staff, and consultants.


  • At least three years of relevant work experience including non-profit sector and/or fundraising experience, with at least one year of grants administration and proposal development experience required. Working knowledge of trends and dynamics in the international development field highly preferred. Familiarity with corporate and private foundations supporting international development preferred.
  • Bachelor’s degree in relevant field; master’s degree preferred.
  • Excellent organizational skills and exceptional attention to detail and follow-through in addition to demonstrated ability to juggle multiple tasks, prioritize assignments, and meet deadlines on a day-to-day basis;
  • Strong writing and grammatical skills with intimate knowledge and practice of adhering to style guides;
  • Experience with developing and reviewing project budgets and adhering to funders’ policies and guidelines;
  • Direct donor and/or client relations experience is highly desired; the ability to employ diplomacy and tact is required;
  • Experience with Raiser’s Edge data-processing and prospect management systems preferred. Advanced Microsoft skills, including Outlook, Word, Excel, PowerPoint, with mail merge experience strongly preferred;
  • Desire and ability to rapidly learn new applications, troubleshoot, and streamline unit’s operational needs.
  • High degree of quality control skills and ability to exercise confidentiality and discretion. Must be self-directed and able to learn quickly. Excellent interpersonal, verbal, and written communications skills. Ability to maintain complex records and files.
  • Experience in analyzing, organizing, and presenting data in specialized reports.


You will have the opportunity to help solve some of the toughest challenges in the development/aid sector. Address environmental problems in the region, improve access to legal information, enhance civil society, promote government engagement/collaboration, and encourage learning and awareness. You will work in an innovative environment and build lasting relationships. The Asia Foundation, its donors, and its partners are unmatched throughout the Asia-Pacific region. This is an opportunity to work with and learn from some of the most accomplished leaders, influencers, and social entrepreneurs working in Asia today.

Apply now

The Foundation offers excellent benefits and salary commensurate with experience. The Asia Foundation is an equal opportunity employer. Women and people of color are encouraged to apply.

No phone calls please.