Grants and Budget Administrator

Overview:

NEO Philanthropy is a 501(c)(3) public charity that operates grantmaking and technical assistance programs for institutional and individual donors interested in social justice and human rights issues. By developing sustainable partnerships among donors, grantees and allied groups, NEO seeks to foster a movement for social change resulting in equality, fairness and a stronger participatory democracy. NEO Philanthropy Action Fund, Inc. (NEO AF) is a 501(c) (4) devoted to promoting social welfare, the common good and advancing social justice.

Four Freedoms Fund (FFF) is a national funder collaborative that was launched by NEO Philanthropy in 2003. FFF strengthens the capacity of the immigrant justice movement to ensure all immigrants, regardless of immigration status, have dignity, power to shape change, and agency to determine the quality of their life, community, and future. To achieve this goal, FFF believes we need a robust and powerful infrastructure of organizations leading the transformation of our country’s systems to be inclusive, fair and just, and grounded in racial, economic, and gender justice. FFF is a key partner to foundations and advocates strengthening the immigrant justice movement. Through sustained grantmaking, ongoing technical assistance to grantees, and funder education and coordination, FFF invests in the long-term growth and ability of the immigrant justice movement to thrive, respond to opportunities and threats, and win lasting justice. Four Freedoms Action Fund is a national funder collaborative that was launched by NEO Philanthropy Action Fund in in 2019 to advance the social welfare goals of the immigrant justice movement.

Position:

The Grants & Budget Administrator will be responsible for managing the flow of grant-related transactions and ensuring effective budget management at the Four Freedoms Fund and the Four Freedoms Action Fund. They will play a critical role in supporting the development and implementation of new operations processes. The ideal candidate has a strong background in budget and grants management as well as grantmaking systems including database management. They are well-organized and comfortable with systems, processes and spreadsheets. Excellent analytical and verbal communications skills are essential. The Grants & Budget Administrator reports to the FFF Director, Grants Management & Infrastructure and works closely with FFF’s Senior Leadership and Operations and Administration teams, as well as NEO Philanthropy’s Finance and Legal departments. The majority of this position’s time will be spent on 501c3 work described below, with roughly 10-15 percent of the time spent on the 501c4.

Location:

NEO Philanthropy has its headquarters in NYC and the FFF department is based in that office. NEO HQ has a hybrid remote structure based on job function. It is our expectation that this role will be able to be fully remote, with in-person meetings required two (2) to four (4) times per year with occasional domestic travel up to three (3) times a year.

Vaccine Requirement:

All NEO staff are required to be vaccinated against COVID-19. Requests for medical and/or religious exemptions from the vaccination requirement will be considered on an individual basis, to the extent required by law.

Responsibilities:

• Budget & Financial Management
  • Assist the NEO Philanthropy Vice President-Four Freedoms Fund and FFAF and FFF Director, Grants Management & Infrastructure with budget development, tracking and reconciliation. This includes:
    • Monitoring and updating expenses with actuals and tracking cash flow.
    • Assisting Vice President in auditing income/expenses each month against the General Ledger.
    • Updating financial projections and revenue allocations.
    • Managing grantmaking and initiative budgets.
    • Assisting Vice President in developing annual budgets and midyear revisions.
    • Handling annual and semi-annual reconciliation of all initiative budgets and master budget.
    • Reviewing grantmaking expenses and generating quarterly reports for our initiatives and program management budgets.
  • Develop/improve procedures for better tracking of finances and grantmaking
  • Prepare financials and supporting documents for submission of all funder proposals and reports
  • Monitor and improve systems for managing fiscal grant reporting
  • Manage organizational forecasting, including providing multi-year financial modeling scenarios.
  • Effectively communicate, present, and educate staff on critical financial matters and skills.
  • Coordinate with NEO Finance & Legal departments to ensure consistent compliance.
  • Maintain list of subscriptions.
• Grants Administration
  • Serve as a key point of contact for grantee partners, providing technical assistance for all aspects of proposal and report submissions.
  • Issue and track proposal invitations and grant agreement letters.
  • Maintain grant records and ensure grant reporting is received on time.
  • Prepare, track and process all payments (grants, stipends, invoices, reimbursements, honorariums, stipends).
  • Conduct financial due diligence of grantee organizations.
  • Manage contractual agreements and legal compliance protocols between FFF, grantees and consultants.

Job Requirements:

• Commitment to overall mission of NEO/NEO AF and FFF/FFAF
• 3-5 years of experience in grants administration and budget management is required. Experience with 501c4s is not required.
• Strong technical and database capabilities, with experience in grant management databases, preferably Salesforce. Knowledge/experience working with data analysis is helpful.
• Experience managing multiple individual, business or government contracts preferred.
• High degree of professional integrity; ability and commitment to maintain confidentiality of sensitive data.
• Strong organizational skills: detail-oriented, ability to multi-task, set priorities, and meet deadlines.
• Ability to work independently, be flexible and work well under pressure in a fast-paced team environment.
• Excellent communication, analysis and negotiation skills, availability to work with a variety of stakeholders.
• Good interpersonal skills: ability to work effectively in a multi-cultural environment.
• Proficient in Microsoft Office Suite and prior knowledge of NetSuite or QuickBooks required.
• Strong working knowledge of CRM Databases and Salesforce in particular.