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 and metro Boston. Our staff is based across the entire United States. Job Summary The 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 organization’s 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 organization’s 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 organization’s 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: Bachelor’s 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 Fund’s policies and practices are to reflect Proteus Fund’s 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 [email protected].