People & FSP Coordinator

Proteus Fund•New York, NY

22h•Remote

About The Position

The People & Fiscal Sponsorship Coordinator plays a critical role as a bridge for Proteus Fund’s People & Culture and Fiscal Sponsorship teams. They ensure the systems, processes, and day-to-day operations run smoothly and effectively. This position provides essential administrative and operational support while also serving as a connective thread between teams, helping advance shared priorities and cross-functional initiatives. Working in close partnership with colleagues across both functions, the Coordinator contributes to projects such as trainings and internal communications, adapting to evolving organizational and team needs. With a focus on accuracy and consistency, this role helps drive the seamless execution of core processes, from systems management and documentation to scheduling and life cycle coordination, ensuring data integrity and supporting operations that are efficient, compliant, and aligned with our mission.

Requirements

Knowledge and skills typically gained through a four-year degree or equivalent professional experience
At least two years of experience supporting nonprofit operations, fiscal sponsorship, grants management, or similar program administration
Experience working in a fully remote environment
Strong organizational, analytical, and problem-solving skills with close attention to detail
Clear and effective written and verbal communication skills, with the ability to work well with internal teams and external partners
A collaborative, service-oriented approach, with the ability to manage multiple priorities at once
Ability to work efficiently in a fast-paced, virtual setting
Demonstrated ability to collaborate across diverse teams and contribute to an inclusive and welcoming work environment

Nice To Haves

Project Management training or certification
Familiarity with Microsoft, Zoom, and Monday

Responsibilities

Provide administrative support across People & Culture, including schedule management, invoice processing, organizational chart updates, and maintaining internal files and documentation.
Maintain People & Culture systems, including Connect and survey tools, ensuring information remains accurate and up to date across total rewards, org charts, employee resources, and shared materials.
Act as the primary point of contact with our PEO by responding to inquiries and keeping information clear, current, and accessible.
Manage and distribute People & Culture communications, including organizational updates, scheduling information, and key announcements for core staff and fiscally sponsored projects.
Coordinate onboarding and orientation by managing logistics, aligning sessions, and collaborating across teams to create a smooth and welcoming new hire experience.
Provide backup support for team priorities such as contracts and events, offering logistical and on the ground assistance as needed to ensure continuity.
Maintain and update communication tools and documentation, including email distribution lists, staff directories, and time zone tracking across systems.
Partner with the Director of Fiscal Sponsorship, draft or refine SOPs, toolkits, and internal guidance, which include preparing and tracking the execution of fiscal sponsorship agreements, amendments, and renewals.
Maintain accurate and up-to-date fiscal sponsorship records, templates, and shared documentation.
Monitor key milestones throughout the FSP lifecycle (selection & orientation, setup & onboarding, project evaluation, and termination or transition).
Coordinate logistics for the annual check-ins, onboarding, and offboarding in partnership with the Director of Fiscal Sponsorship, Finance, People and Culture, Contracts, Grants Management, and IS.
Schedule and support meetings related to fiscally sponsored projects, including managing Calendly workflows, including agendas, materials, and meeting notes.
Strengthen sponsor-project communications, project communication lists, and internal distribution lists.
Draft, edit, and design correspondence using MailChimp or Email to send e-blasts to FSPs, including invitations to meetings, briefings, internal announcements, and key updates.
Provide research support to the Director of Fiscal Sponsorship as needed, including analyzing fiscal sponsorship trends.