top of page

Program Assistant

Job Location

Oakland, CA


Type of Job



$52,000-$64,480 annual salary ($25 to $31 per hour)

Published By

Publisher Name

Published Date

May 9, 2022

About the job

Apply Now

About the Rose Foundation for Communities and the Environment

For 30 years, the Rose Foundation has supported grassroots initiatives that inspire community action to protect the environment, community health, and people’s rights. Our community-based grantmaking approach has earned national recognition for building grassroots power for conservation and social justice causes, and our New Voices Are Rising youth leadership program trains Bay Area high school students to step forward as the next generation of environmental justice leaders.


Position Summary

The Program Assistant plays a vital role in ensuring the smooth implementation of the Rose Foundation’s grantmaking programs enabled by legal settlement funds. These funds support grantees in California, Washington, Oregon, and nationally. They are a key member of the grants team, supervised by the Mitigation Funds Director and supporting the Pacific Northwest Program Officer, and will carry out grantmaking administration and logistics, and assist with application evaluation and grantee communications for the Rose Foundation’s portfolio of mitigation funds. They will also coordinate closely with the Development & Communications team in applicant outreach and tracking incoming settlement funding, and with the Operations team managing grantmaking impact data. This position is a great opportunity for someone who is eager to build their understanding of grantmaking and philanthropic processes.


Who Should Apply

They care deeply about the planet, people, social justice, and community equity. They have had at least two years relevant experience as part of either a grant recipient or grant maker, and experience providing administrative support to office teams. They are comfortable managing backbone administrative functions, including familiarity with cloud-based database platforms. They are detail-oriented, highly organized, and possess capable interpersonal, communication, and computer skills. They enjoy playing a crucial supporting role in a small, highly collaborative team, but are also comfortable working independently and taking ownership of their projects.


We value a diverse team whose lived experiences inform their relationship to social justice and community equity work. We encourage BIPOC (Black, Indigenous, People of Color) folks to apply, as well as candidates who identify as women, femme, non-binary, or LGBTQ+. We encourage candidates who are comfortable conversing in Spanish, or another language commonly spoken in California communities of color, to apply.


Roles and Responsibilities

The responsibilities of the Program Assistant include, but are not limited to, the following:


Support Grants Administration (35%)

  • Support program officers in the development of grant dockets, issuing grant contracts and payment requests, and tracking the status of contracts, payments, deliverables, and reports.
  • Maintain applicant and grantee files in our application and grantmaking platform.
  • Support impact tracking in coordination with the Operations Director.
  • Ensure the integrity and completeness of applicant and grantee data in our grant application system.
  • Serve as an office-based hub for grants staff working on our mitigation funds, including supporting remote team members in the Pacific Northwest and Southern California, and responding to grant applicants and grantees who contact our Oakland office.

Support Applicant Outreach and Application Process (30%)

  • Help create Requests for Proposals (RFPs), including determining geographic, issue, and activity restrictions or preferences based on available funding, and coordinate RFPs and other applicant outreach with communications staff.
  • Support the Communications team in maintaining accurate applicant and grantee contact information, and in maintaining the grantmaking sections of the Rose Foundation’s website.
  • Respond to applicant and general grants inquiries, and help applicants navigate our grants application system.
  • Perform due diligence and support evaluation of funding inquiries.
  • Support our funding advisory boards in shaping funding recommendations and participate in funding board meetings.
  • Notify applicants of funding decisions.
  • Support grantee site visits and grantee panel discussions.

Support Data and Communications (25%)

  • Support communications with settlement attorneys and governmental partners, and coordinate related correspondence including funding acknowledgements and reports on uses of funds.
  • Maintain the mitigations fund database, which tracks the inflow and outflow of environmental and consumer mitigation funds, records the restricted use of each settlement payment, and maps funds received to grants awarded.
  • Help provide data about grantees and impacts for reports for a variety of audiences.

Participate in and Strengthen Organizational Initiatives (10%)

  • Strengthen the grants team as a whole, including participating in the grants department effort to shape and implement overarching grantmaking strategies and partner with other grants staff to fill in where needed.
  • Support all-hands-on-deck projects, like our annual Grassroots Film Fest and Grantee Convening.
  • Plan, lead, and/or contribute to activities that develop and strengthen our grantmaking team.
  • Promote the organizational mission, and join in the stewardship of organizational well-being.


  • Minimum 2-years' experience in a relevant office administration or data management role, with exposure to grantmaking or grant recipient processes.
  • Familiarity with community organizations, environmental advocacy organizations, environmental conservation organizations, or organizations working towards environmental justice.
  • Highly organized, strong attention to detail, and ability to work under multiple priorities and deadlines with a collaborative problem-solving approach.
  • Proficiency using Microsoft Office Applications (especially Excel and Word) and learning a variety of new software applications.
  • Experience maintaining accurate data, and using online data management systems.
  • Customer service mindset: responsive, patient, and engaging with colleagues, constituents.
  • Commitment to environmental conservation, environmental justice, social equity, and building a strong grassroots activist base.
  • Be willing to occasionally work some evenings and weekends and able to sit at a standard desk for periods of 2 hours or more.

Preferred Qualifications

  • Two-or four-year college degree
  • Bilingual fluency in English and Spanish or another language commonly spoken in California.

Salary, Hours, and Benefits

The Grants Assistant is a full-time, non-exempt, at-will position. Starting pay is in the range of $52,000-$64,480 annual salary ($25 to $31 per hour) depending on experience and qualifications. Benefits include fully paid platinum-level health insurance (medical/dental/vision) for employee and dependents; sick leave which exceeds California standards; generous vacation and paid holidays; Flexible Spending Accounts; and 401k with employer contribution and match; plus, sabbatical and professional development opportunities. General hours are 9:30am-5:30pm, Monday through Friday, but occasional evening or weekend hours may be required.


Workplace Considerations

During the ongoing COVID-19 pandemic, the Rose staff is partially remote, with the option of working from the office if fully vaccinated against covid. This role will require substantial in-office activities, with regular days at the Rose office. We continue to monitor local and national public health guidelines and update our office/work protocols accordingly. Post-pandemic, we continue to envision a hybrid work environment where this position serves as a key office-based hub for a mitigation grants staff based all over the West Coast.

Our office is in a commuter-friendly location five blocks from Lake Merritt BART; located near Jack London Amtrak, AC Transit including the 72R, 12, and Broadway Free Shuttle, and Oakland’s network of bike lanes.


The Rose Foundation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.


Apply at:

bottom of page