Senior Donor Services Associate

Proteus Fund•Washington, DC

9d•Remote

About The Position

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.

Requirements

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

Responsibilities

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
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
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