Senior Grants & Contracts System Associate

About Proteus Fund

Proteus Fund connects philanthropy to the frontlines of social justice. We strive to advance the interconnected goals of racial, gender, queer and disability justice, and an inclusive, fully representative democracy. To do our work effectively and with significant impact, Proteus Fund creates dynamic relationships between progressive philanthropists, movement leaders, and other allies that go far beyond transactional grantmaking. Our trusted position among funders and field actors enables us to support, both through collaborative grantmaking and other efforts, a broad array of strategies to achieve social justice victories. Our donor collaboratives are best-in-class models for bridging responsive philanthropy and cutting-edge social justice movements for deeper impact, aligning resources to address critical needs, and shaping strategy alongside our partners. Through our fiscal sponsorship program, Proteus Fund partners with initiatives which play a powerful role in the larger ecosystem for social change, providing them with tailored and comprehensive organizational support.

To date, Proteus Fund, and its affiliated 501c4 organization, the Proteus Action League, have distributed $280 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 is headquartered in New York City, with staff based across the entire United States.

The Opportunity

As a part of the Grants Management Team, the Senior Grants & Contracts System Associate partners with Grants Management, Contract, and Program staff to support the grantmaking and contracting function of Proteus Fund and its 501(c)4 affiliate, Proteus Action League. They will focus on system administration for Proteus’s grants management and contracts system, Fluxx, and support users within the Program, Grants Management, and Contract teams across the organization, and external users (grantees and contractors).

Key Responsibilities

• Support day to day operations of Fluxx database, including monitoring and troubleshooting errors in Fluxx, entering and tracking help desk tickets to Fluxx, managing a variety of forms (applications, reports, grant agreements, external reviews, etc.), and maintaining and updating workflows, fields, profiles, settings, permissions, and dashboards.
• Manage built integrations, including with Financial Edge and DocuSign, and support future API integrations with other relational databases and software platforms utilized by Proteus in consultation with the Information Services team.
• Lead onboarding of new users to Fluxx and develop and provide continued education and training for staff and external users on grants and contracts processes.
• Create and maintain Fluxx documentation and training materials, including manuals, instructions, flowcharts, and other resources.
• Assist with system architecture and workflow optimization in consultation with the Director of Grants Management, Sr. Contracts and Operations Associate, and the Information Services team.
• Recommend, design, and implement improvements and continued enhancements to grants management and contract processes that support organizational goals of more effective grants and contract processes and meet program, grantee, and contractor needs.
• Ensure integrity of data, in accordance with legal and regulatory requirements, as well as Proteus’s processes and requirements, including leading data clean-up initiatives (deduplication, ensuring data accuracy, etc.).
• Provide end user support for staff, grantees, and contractors as they interact with the grants management and contract database with a customer service mindset.
• Utilize data in Fluxx to create dashboards, ad hoc reports, mapping, graphs, and other visualizations for a variety of internal and external stakeholders.
• Produce monthly contracts reports for all programs and cost centers.
• Reconcile contract and grant payments and balances with information provided by finance team.
• Maintain electronic recordkeeping, Fluxx funding sources, and program hierarchy related to the grant and contract process.
• Undertake special projects as assigned or needed.

Candidate Profile

Candidates for the Senior Grants & Contracts System Associate role will possess the following skills and competencies:

• Commitment to the mission and values of Proteus Fund as a social justice organization.
• Experience working in a relational database, preferably experience with the Fluxx grants management system. Familiarity with admin level permissions, form building, and data visualization.
• An understanding of equitable philanthropic grantmaking processes.
• Skilled at culturally competent communication and able to manage communications tactfully and effectively with a customer-service mindset.
• Ability to use creative problem-solving tactics and analytical and decision-making skills with solution-oriented approaches.
• Project management skillset, including proven ability to manage multiple priorities, deadlines, and deliverables over time with close attention to detail.
• Self-starter with the ability to work independently, within a team environment, and with diverse stakeholders and technology partners in a virtual, fast-paced environment.
• Ability to thrive and work collaboratively within a diverse, equitable and inclusive workplace, including in dealings with staff as well as grantees, consultants, donors, activists, and advocates.
• Engages in continuous learning and demonstrates commitment to personal development.
• Personal qualities of humility and empathy.
• Possesses emotional intelligence to navigate sensitive and sometimes difficult subjects impacting a diverse set of communities.
• Demonstrated high proficiency using Microsoft Word, Excel, PowerPoint, Teams, and SharePoint.

Education and Experience

• Bachelor’s degree and three to five years of experience with database management and support in philanthropy or equivalent discipline is preferred; A combination of education and relevant experience may be substituted for a degree.
• Proficiency with front-end web technologies (HTML, CSS, Liquid code, Ruby on Rails).
• Ability to work with and analyze data to support organizational needs and increase efficiency.
• Experience in the application of best practices in social justice grantmaking, preferred.
• Familiarity with APIs, middleware integration tools, and UI/UX frameworks, bonus.

Compensation

The salary for this role is $75,783-$91,697 and is based on a variety of factors including, but not limited to, geographic location, skill set level, years of previous/applicable experience, and Proteus Fund's commitment to ensuring pay equity within the organization. The recruiting team will share more details regarding salary bands based on the candidate's specific geographic location as well as the other factors noted above. Salary is one part of the total compensation that Proteus Fund provides to employees.

COVID-19 Vaccination Requirement

Please note that in an effort to maintain and safeguard staff's health, well-being, and safety, Proteus Fund requires all employees to be vaccinated prior to their employment and adhere to the regular upkeep of COVID-19 vaccination requirements as per CDC recommendations while employed. Proof of the CDC-recommended level of COVID-19 vaccination is required as a condition of employment with Proteus Fund.