Senior Manager, Foundation Operations

Intentional Philanthropy LLC • Bethesda, MD

1d • $73,500 - $98,000 • Hybrid

About The Position

Intentional Philanthropy is seeking a hands-on, relationship-oriented Senior Manager, Foundation Operations to manage client-facing work across grants, finance, HR, investments, governance, and organizational projects. This role provides hands-on, client-facing operational management for a portfolio of private foundations and philanthropic projects. As an outsourced operations partner, the role independently manages recurring processes across grants, finance, payroll and HR, investments, governance, compliance, projects, and client records. Working with a Director or other client lead, the Senior Manager serves as a day-to-day operational contact, coordinates with clients and external partners, develops client-ready materials, supports meetings and research, and follows work through completion. The Director retains overall relationship ownership, and the Senior Manager escalates matters involving strategy, legal or fiduciary interpretation, employee relations, or material risk. This opportunity is well suited to a highly organized, service-minded professional who builds trust with people in different roles and situations, asks thoughtful questions, and cares deeply about getting the details right. The ideal candidate enjoys both independent ownership and team collaboration, knows when to seek input, and looks for practical ways to improve processes and client service.

Requirements

• Bachelor's degree in business administration, nonprofit management, accounting, finance, human resources, public administration, or a related field, or an equivalent combination of education and relevant experience.
• A minimum of six years of progressively responsible experience in foundation operations, client services, grants administration, nonprofit or professional-services operations, financial or payroll administration, human resources administration, organizational project management, or a related area.
• Demonstrated experience independently managing detailed, deadline-driven processes and projects involving grants, financial transactions, payroll or HR administration, investments, governance, client records, or other confidential and compliance-sensitive information.
• Experience working directly with clients, boards, grantees, external advisors, vendors, or other senior stakeholders and developing polished client-facing deliverables.
• Hands-on experience with grants management, accounting, expense management, payroll, investment administration, project management, or related business systems.
• Strong interpersonal, writing, research, and client-service skills, with the ability to synthesize information, communicate clearly with diverse stakeholders, and develop high-quality client-ready deliverables.
• Ability to independently manage multiple clients, projects, and recurring operational workstreams from start to finish while coordinating priorities, deadlines, approvals, and stakeholders.
• Exceptional attention to detail and sound judgment in maintaining accurate, confidential records; applying established policies and controls; resolving routine issues; and recognizing when matters require escalation.
• Ability to effectively learn and use grants management, accounting, payroll, expense-management, investment, project-management, and related business systems.
• Ability to manage high-volume, deadline-driven work, collaborate effectively, adapt to changing client needs, incorporate feedback, and consistently deliver complete, accurate, and responsive work.
• Fluent in their business area. Able to identify problems and help develop customized solutions.
• Demonstrates excellence in service and delivery that strengthens trust and long-term relationships. Contributes accurate information and insights to proposals, initiatives, or internal planning efforts.
• Summarizes and organizes data and thoughts clearly and adapts the message for the audience.
• Challenges assumptions and reframes problems to uncover new opportunities.
• Asks questions that clarify key issues and seek alignment with values and priorities. Is aware of a variety of resources and able to see bias in resources.
• Manages timelines and responsibilities to coordinate their work across teams.
• Proactively communicates additional information or changes with team members.
• Proactively advances client or project goals. Anticipates challenges and improves processes for efficiency and consistency.

Nice To Haves

• Experience with Foundant, QuickBooks Online, and Bill.com is preferred.

Responsibilities

• Manage client accounts payable, reimbursements, credit-card activity, and other approved transactions; develop and monitor operating budgets; review financial reports; coordinate tax and audit preparation; monitor cash needs; and research routine discrepancies.
• Coordinate client payroll, benefits, retirement plans, and leave administration; review payroll for accuracy; coordinate employee and deduction changes and corrections; support year-end payroll requirements; and maintain accurate records.
• Support client compensation benchmarking, hiring, onboarding, performance cycles, and offboarding; maintain required employment documentation; and coordinate routine employee lifecycle needs in partnership with client leaders and qualified HR resources.
• Maintain HRIS data, employee records, handbooks, policies, and related resources; coordinate HR and benefits vendors, compliance requirements, training, and employee-engagement initiatives; and escalate employee-relations, legal, compensation, or policy matters appropriately.
• Execute approved investment-related administrative activities, including account documentation, cash transfers, capital calls, distributions, and coordination with banks, custodians, investment advisors, and client contacts, while escalating investment analysis, policy, or advice.
• Serve as a responsive operational contact for assigned foundations, projects, and workstreams; manage workflows, timelines, deliverables, and routine client needs; and coordinate with clients, colleagues, grantees, advisors, and vendors through completion.
• Develop and maintain workplans, calendars, and deadline trackers and manage defined client projects from launch through completion, coordinating responsibilities, approvals, and follow-through.
• Contribute to meeting planning on behalf of clients; manage meeting logistics, including accommodations, meals, agenda development, technology set-up, speaker preparation, follow-up, and participant management.
• Coordinate administrative work with client accountants, attorneys, investment advisors, insurers, banks, and other vendors and professional advisors; track requests and deliverables and escalate substantive or unresolved matters appropriately.
• Support the implementation of grant application processes and independently manage assigned grantmaking workflows, including applications and invitations, approvals, grant agreements, payment, reporting, and closeout in accordance with each foundation's established policies and procedures.
• Manage timely and respectful communication with applicants and grantees throughout the grantmaking process, including application requirements, due-diligence questions, grant agreements, payment information, reporting requirements, and follow-up.
• Process grant payment requests, ensuring appropriate approvals and verification of payment information; maintain accurate grant records and supporting documentation; track reporting and payment requirements and deadlines; and support development of grant summaries, reports, and other client materials.
• Draft agendas, materials, and follow-up, including meeting minutes, and document decisions and action items.
• Maintain governance records, policies and procedures, compliance requirements, and organized client files; coordinate tax, audit, insurance, and other required documentation, filings, and deadlines.
• Conduct and synthesize background research for client projects, including governance and operational matters, and contribute research and operational insight to strategy development.
• Translate research, data, and findings into clear reports, presentations, visual graphics, memos, and other materials that support client discussions and decision-making.
• Develop and improve procedures, templates, checklists, workflows, and controls; review records, transactions, and deliverables for completeness and accuracy; monitor adherence to established processes; and identify recurring gaps or opportunities to improve efficiency, consistency, and client service.
• Coordinate effectively with colleagues contributing to assigned client work, share operational knowledge and resources, and collaboratively improve processes and service delivery.
• Contribute operational information, research, and implementation insight to proposals, service improvements, and defined cross-functional projects as needed.

Benefits

• Comprehensive medical, dental, and vision coverage
• Health Savings Account and Flexible Spending Accounts
• Short-term and long-term disability insurance
• Retirement savings plan with employer contribution
• Employee discount programs
• Generous paid leave program, including vacation, sick and safe leave, personal leave, and holidays

What This Job Offers

• Job Type: Full-time
• Career Level: Senior