Senior Donor Services Associate

About Proteus Fund

Proteus Fund connects philanthropy to the frontlines of social justice to advance racial gender queer and disability justice and an inclusive fully representative democracy. Our work lifts up opportunities gaps and challenges facing movement organizations especially at the state and local level and then mobilizes donor support as well as a range of other non-grant tools to support these efforts. Our donor collaboratives are best-in-class models for bridging responsive philanthropy with cutting-edge social justice movements to create deep and long-lasting impact. Through fiscal sponsorship Proteus Fund partners with emerging initiatives and innovative movement leaders enabling them to focus on growing their substantive work and impact with the support of a trusted operational partner.

To date Proteus Fund and its affiliated 501c4 organization the Proteus Action League have distributed over $300 million in grants and provided other essential tools to support activists advocates networks coalitions and issue-specific campaigns at the local state and national level. Proteus Fund has offices in New York City.Our staff is based across the entire United States.

Job Summary

The Senior Donor Services Associate is responsible for overseeing the tracking and filing processes of all income receipts. They are responsible for managing the tools systems and procedures used to track and facilitate the organizations generation of revenue. They work closely with Fiscally Sponsored Projects (FSPs) Finance staff and staff of other departments. The Donor Services Associate also oversees processes related to the submission of grant proposals grant reports and grants for current and potential new funders. The Donor Services Associate is also responsible for recording tracking and filing of FSP contracts.

Essential Functions

Core responsibilities of this position include but are not limited to:

Revenue Management and Systems

• Manage internal systems for tracking revenue incoming grants reports and deadlines primarily the organizations donor database
• Provide guidance and support to the Donor Services / Finance Associate to sustain the Donor Services function as a client-focused and responsive support
• Collaborate with Finance staff on fiscal management of revenue including accounts receivable revenue recognition and reconciliation revenue-related portions of the annual financial audit preparation of the IRS Form 990 tax return and information to support annual state charitable registrations and filings
• In coordination with Finance staff FSPs and other staff ensure that the organization meets all external reporting obligations including timely submission of grant narratives and grant financial reports; meet regularly with FSPs Finance staff and others to discuss grant proposals and reporting deadlines
• Manage software tools related to revenue with support from Information Services including merchant services for online based credit card processing platforms crowdfunding and others
• Maintain a deep awareness and understanding of tax deductibility as it relates to c3 and c4 organizations
• Draft and manage departmental budget and oversee cost center expenses

Grants Management and Administration

• Troubleshoot nuanced requests from funders FSPs staff and other key stakeholders to ensure timely processing and acknowledgment of gifts
• Maintain institutional knowledge of the organizations funding portfolio i.e. institutional and individual donors across programs and projects. Provide reports and analysis as requested
• Train staff on Donor Services systems for workflows related to grant processing and document filing
• Lead the Donor Services onboarding for new staff and lead Donor Services onboarding and divestiture processes for new or exiting FSPs
• Steer drafting processes for Donor Services policies and procedures for internal and external usage
• Manage relationships with funding partners from both an organizational level and in collaboration with staff and FSPs that directly work with the funders
• Support the Donor Services / Finance Associate in coordinating client services both internally to core and FSP staff and externally to funding partners by managing the grant application process and managing foundation grant submission portals as needed

Leadership Support

• Support senior management in increasing brand messaging consistency by managing the centralized hub which houses organizational context needed for proposals
• Support senior management in creating proposals/submitting proposals for new core program work as needed

Competencies

Collaboration: Collaborates effectively with colleagues supervisors and external partners fostering a culture of cooperation and mutual respect. They demonstrate active listening and empathy to diverse perspectives and contribute to an inclusive trust-based team environment

Data Integrity Accuracy and Attention to Detail: Maintains a high degree of accuracy and detail orientation when working with data/ keeping data clean and up-to-date data/ knowledge management record keeping etc.

Finance and Accounting Systems:The ability to use core finance and accounting systems and software

Philosophical Alignment: Demonstrates strong commitment to the mission and values of Proteus Fund as a progressive social justice organization including a deep investment in Diversity Equity Inclusion and Belonging (DEIB)

Systems and Process Administration: Ability to learn navigate and support multiple operational systems and platforms across finance functions. Supports system maintenance troubleshooting workflow updates and process improvements with adaptability and consistency

Problem Solving: Analyzes challenges engages stakeholders and develops practical goal aligned solutions using sound judgment and a solution-oriented approach

Written Verbal and Interpersonal Communication: Communicates with clarity cultural fluency and integrity across sensitive or complex topics. Balances transparency care and discretion in all people-facing work

Education and Experience

While no one person will embody all the qualifications listed below the ideal incumbent will possess many of the following:

• Bachelors degree or equivalent experience in nonprofit management finance business administration or a related field
• 5 7 years of experience in nonprofit finance grants management donor services or related administrative operations
• Knowledge of nonprofit finance systems and processes including accounts receivable revenue tracking and reconciliation
• Experience working with database and CRM systems to manage financial and donor data
• Demonstrated ability to manage grants processes including submission tracking reporting and compliance
• Project management skills in deadline driven cross-functional environments
• Familiarity with online fundraising tools and platforms

Position Type & Schedule/Hours:

This is a full-time position requiring a minimum of 40 hours per week. Business hours are Monday through Friday between 9:00 am and 5:00 pm in the time zone where the candidate is located. Additional hours are occasionally required.

Supervisory Responsibilities:

This position has no supervisory responsibilities.

Travel:

This position requires 2-3 overnight trips per year for internal meetings and retreats as well as conferences and other events.

Work Environment:

REMOTE: This position works indoors and routinely uses standard office equipment such as computers and phones. Most of the work will be performed remotely which requires a dedicated workspace.

Physical Requirements:

This position is largely sedentary with prolonged periods of sitting at a desk and working on a computer; however some movement may be required depending on the specific job duties. This position requires the ability to: operate a computer daily as well as other home- or in-office devices such as a copier or printer as needed; communicate effectively with coworkers and external parties including - for example - via email phone and/or video conferencing; and occasionally lift up to 25 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Other Duties:

This job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee. Duties responsibilities and activities may change or new ones may be assigned at any time with or without notice.

Equity at Proteus

Proteus Fund believes that one of the greatest strengths of an organization is the rich diversity of its staff and board and is committed to providing equal employment and promotional opportunities based upon individual capabilities and qualifications without regard to race color religion gender identity or expression pregnancy sexual orientation/affectional preference age national origin ethnicity marital status citizenship disability veteran status or any other protected characteristic as established under the law. Proteus Funds policies and practices are to reflect Proteus Funds commitment to nondiscrimination in all areas of employment.

Accessibility

Proteus Fund is committed to the full inclusion of all qualified individuals. As part of this commitment Proteus will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process to perform essential job functions and/or to receive other benefits and privileges of employment please contact Human Resources at