Portfolio Associate, Shared Services
3 weeks ago
TSNE ( tsne.org ) is working to build to a more just, equitable society. We do this by providing capacity building services, consulting and training services, and operational support for hundreds of nonprofits, foundations, community-based groups, and others working for social change. We are partners and colleagues working collaboratively to support areas critical for organizations, including property management, leadership development and support, finance and accounting, human resources, and organizational development. We live by our values as an organization, and are committed to identifying, including, and valuing the unique skills, perspectives and knowledge of each member of our team.
About our Values:
- Justice - A just society is one in which all people have the dignity, resources, power, and self-determination to fully thrive. We seek to create a more just world in all of our work.
- Progress - We commit out resources, expertise, and energy to delivering high quality support and services that make movement toward a more just world possible.
- Impact - We work collaboratively with others to build the capacity and sustainability of organizations who work toward social good.
Responsibilities
As TSNE's newest initiative, Shared Services provides a one-stop solution for nonprofits, particularly BIPOC-led and -serving, seeking a trusted, mission-aligned partner to help manage "back-office" organizational finances and operations, and "front-office" consulting in organizational development, strategy, and operations. In the second phase, Shared Services will expand with the development of cooperatively owned solution-based services, encompassing finance, HR, communications, evaluation and other services. The SPM will play an integral role in ensuring these services are provided through a responsive and cohesive approach to NPOs who select these additional services. The Portfolio Associate, Shared Services (PA) is responsible for supporting a team of Portfolio Managers with the overall coordination of services for a portfolio of shared services nonprofit organizations (NPOs). The PA will coordinate and provide services to each NPO as directed by the Senior Portfolio Manager (SPM). Such services include, but are not limited to, preparation of financial reports for review, grants administration, and involving other TSNE departments such legal, human resources, accounting, and consulting. This position will also hold a small portfolio of less complex NPOs as the entry level position of the organization.
Essential Functions
Shared Services Operations - 40%
- Prepare monthly financial reports for PM or SPM review;
- Establish relationships with and communicate with client organizations as needed;
- Coordinate regular check-ins with NPOs and other functional partners to update NPO program and financial status;
- Provide support to NPOs for the purchase of software licenses as needed, in collaboration with TSNE's account manager at CBB Technology;
- Support the team by setting up and generating reports and uploading budgets to systems;
- Provide administrative support to the team as requested;
- Manage data associated with or a necessary part of key project information and workflows;
- Manage the timetable and checklist for NPO on- and off-boarding.
Finance - 30%
- Manage a small portfolio of NPOs (1-2) which have fewer funding sources and/or less complex reporting requirements including analysis of expenses and preparing, reviewing and distributing monthly reports;
- Assist NPOs with general operating budget development and import to financial system;
- Assist NPOs and PMs with creation of forecasting reports and templates;
- Prepare adjusting journal entries and corresponding justifications;
- Work with accounts payable and accounts receivable staff accountants to ensure timely and accurate processing of payables, receivables, deposits, and billing.
Grants Administration - 30%
- Provide assistance with developing budget for proposals; ensure that NPOs have template with current assumptions (rates, unit costs, etc.) built in
- Make sure grant applications and other grant documents include up-to-date and consistent information describing TSNE policies, role and responsibilities;
- Ensure proposals are entered in CRM and make sure all key documentation is attached.
- Ensure prompt processing/execution of grant agreements and follow-ups to the funder to make sure completed grant agreements are returned to TSNE.
- Ensure all accepted awards are listed in key organizational systems (Intacct, Salesforce, Concur, etc.) and the relevant information is available for NPOs and TSNE to implement and administer grants;
- Research, collect, and document funder requirements and ensure compliance by NPO, as necessary;
- Prepare grant financial reports as required and share with NPOs and team members;
- Ensure receipt on a timely basis by TSNE of any program reports prepared by NPOs;
- Ensure all grant related funding sources are updated in Salesforce and Concur;
- Monitor to ensure all grants are closed in our systems and deliverables are met and documented;
- Ensure all grant related funding sources are updated in Salesforce and Concur and closed appropriately;
- Support the team in management of salary allocations upon receiving and closing awards.
Qualifications
Many folks who are impacted by biased professionalism standards, such as women, LGBTQIA+, BIPOC, and individuals with disabilities, tend to only submit an application if they meet every requirement listed. At TSNE, we are always looking for enthusiastic candidates who are the best fit for the role, both culturally and through experience. If you believe you'd be a good addition to our team, we look forward to your application
- Three or more years of nonprofit office experience;
- Experience working in a BIPOC-led and -serving nonprofit;
- Some experience in grant life cycle management;
- Experience with general accounting and managing budgets;
- Strong project management skills including developing and maintaining project timelines and adherence to deadlines;
- Ability to be flexible and take initiative;
- Outstanding relationship management skills;
- Proficiency with MS Office suite;
- Knowledge in CRM (Salesforce), ERP (Sage Intacct), and expense management systems (Concur) is a plus;
- Ability to pay close attention to detail;
- Demonstrated skill in providing a high level of service to multiple clients, ideally in a nonprofit context;
- Ability to juggle multiple tasks and shifting priorities in a fast-paced work environment;
- Experience in an organization in transition is a plus (i.e. adjusting organization goals, new leadership, changing assignments);
- Experience working as part of a team delivering coordinated services is highly desirable;
- Superior written and verbal communication skills, with demonstrated diplomacy and tact;
- Good creative problem-solving skills;
- Commitment to the work of social and economic justice organizations.
- Communication - The ability to effectively exchange ideas, concepts, facts, and data with diverse audiences.
- High standard of integrity, ethics, and professionalism - The highest standards of integrity, ethical practices and professionalism are demonstrated in all aspects of work, including interactions with others, decision-making, and the development and delivery of work product. The ability to integrate core values, equity, integrity and accountability throughout all organizational practices.
- Relationship management - The ability to develop and nurture positive, productive relationships with others.
- Collaboration - The ability to collaborate vertically and horizontally throughout the organization and with others.
- Technologically and organizationally functional - Computer skills and demonstrates willingness to learn additional, specific platforms. Also understands and follows the policies and procedures applicable to all staff.
- Soft Skills including exceptional discretion and judgment. Effective verbal and written communication skills with a wide audience. Ability to build productive and successful range of relationships and effectively serve in roles ranging from trusted advisor, teammate, subject matter expert and to coach.
- Demonstrate cultural awareness and some understanding of fostering an inclusive, culturally sensitive, environment. Willing to ask questions, learn, and constructively share and accept feedback. Must be adaptable to a range of audiences and dynamics.
- Just do good work by providing high quality work in fast-paced environment. Strong analytical skills are necessary. Must be flexible and able to manage multiple changing priorities and projects, and be organized and detail oriented. Provide excellent customer service by being on-time and accurate.
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