Philanthropy Systems and Process Analyst

The Larry H. & Gail Miller Family Foundation

Philanthropy Systems and Process Analyst

The Larry H. & Gail Miller Family Foundation was established in 2007 to continue the philanthropic spirit exemplified by Larry and Gail Miller for future generations. The Foundation is dedicated to enriching lives and communities by partnering with 501(c)(3) organizations that provide services and equitable access in the following areas:

·       Health and Medicine

·       Shelter and Food Security

·       Education and Skill Development

·       Jobs and Economic Self-reliance

·       Cultural and Spiritual Enrichment

Reports to: Managing Director of Philanthropy

Base Salary: $75,000 - $85,000

Job Summary:

The Systems and Process Specialist will play a critical role in improving grantmaking effectiveness for the Foundation. This individual will oversee operational processes, ensure compliance with best practices, lead the administration of the foundation's software systems, and enhance the experience for all stakeholders, including grant applicants, grantees, and other stakeholders. The ideal candidate has a blend of operational expertise, technical proficiency, and a passion for advancing the foundation's mission through innovation and excellence.

• Operations Management and Strategic Support: 
  • Collaborate with leadership to align operations and technology with the foundation's strategic goals. 
  • Identify opportunities to enhance operational efficiency, workflow automation, and grantmaking impact through technology and process improvement. 
  • Coordinate operational efficiency with internal teams and stakeholders to ensure the successful implementation of programs and initiatives. 
  • Monitor compliance with legal and financial regulatory requirements including documentation management.
  • Manage vendor relationships and contracts to support operational needs. 

• Systems Administration: 
  • Serve as the primary administrator of the Foundation’s grants management software.
  • Ensure seamless integration of software with existing operational processes and systems. 
  • Serve as the primary point of contact for systems and software vendors and consultants. 
  • Train staff and family stakeholders on systems usage, ensuring adoption and efficiency. 
  • Maintain software systems by troubleshooting issues, managing updates, and optimizing functionality. 
  • Ensure data availability, integrity, and quality within the system. 

• Impact Analytics Support
  • Generate reports and dashboards to provide insights into grantmaking, finances, and impact metrics. 
  • Support the implementation of monitoring, evaluating, and reporting improvements.
  • Develop continuous improvement plan to monitor and refine grant management process and ensure grants are well-coordinated, deliberate, and impactful.

• Partner Experience Management: 
  • Design and implement strategies to create a positive, inclusive, and seamless experience for grant applicants and grantees. 
  • Act as the primary point of contact for technical and data-related inquiries, providing timely support to all stakeholders. 
  • Develop and manage feedback systems to continually assess and improve stakeholder satisfaction. 
  • Collaborate with program staff to ensure alignment between operational processes and stakeholder needs. 
  • All other duties as assigned

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.

Organizational Savvy: Maneuvering comfortably through complex policy, process, and people-related organizational dynamics  

• Sensitive to how people and the organization functions
• Anticipate needs and conflicts with proactive action
• Deal comfortably with organizational governance
• Understand stakeholder dynamics to successfully achieve Miller Family Office strategy

Communicates Effectively: Develop and deliver multi-mode communications that convey a clear understanding of the unique needs of different audiences

• Effective in a variety of communication settings: one-on-one, small and large groups, or among diverse styles and position levels
• Attentively listen to others
• Adjusts to fit the audience and the message
• Provides timely and helpful information to others across the organization
• Encourages the open expression of diverse ideas and opinions

Collaborates: Building partnerships and working collaboratively with others to meet shared objectives

• Works cooperatively with others across the organization to achieve shared objectives
• Represents own interests while being fair to others and their areas
• Partners with others to get work done
• Credits others for their contributions and accomplishments
• Gains trust and support of others

Plans and Aligns: Planning and prioritizing work to meet commitments aligned with organizational goals

• Breaks down objectives into appropriate initiatives and actions
• Stages activities with relevant milestones and schedules
• Anticipates and adjusts effective contingency plans

Being Resilient: Rebounding from setbacks and adversity when facing difficult situations

• Confident under pressure
• Handles and manages crises effectively
• Maintains a positive attitude despite adversity
• Bounces back from setbacks
• Grows from hardships and negative experiences

Required Qualifications and Experience

• Bachelor’s degree
• 3 years of experience in operations management, system administration, and/or data analytics
• Proficiency with foundation, grantmaking management, or similar software and a strong understanding of data management and reporting tools
• Strong problem-solving and analytical abilities
• Detail-oriented and organized, with a proactive mindset
• Excellent interpersonal and written communication skills
• Demonstrated time-management skills and ability to manage multiple projects under tight deadlines
• Ability to prioritize in a fast-paced environment

Preferred Qualifications and Experience

• Tech-savvy with a passion for leveraging technology for social impact
• Proven ability to work both independently and collaboratively within a team
• Ability to synthesize large amounts of information effectively

Physical Requirements:

• Work performed in an office setting
• Regularly required to sit, stand, bend, reach and move about facilities
• To perform other duties as required

Note: The need may arise to revise, supplement, or rescind portions of this job description, and the Miller Family Office reserves the right to do so at any time. Employee shall be required to meet the qualifications and perform the duties of any revised job description.

Salary : $75,000 - $85,000