Proteus Fund connects philanthropy to the frontlines of social justice to advance, racial, gender, queer, and disability justice, and an inclusive, fully representative democracy. Our work identifies opportunities, gaps, and challenges facing movement organizations, especially at the state and local levels, and then mobilizes donor support and a range of non-grant tools to support these efforts. Our donor collaboratives are best-in-class models for bridging responsive philanthropy with cutting-edge social justice movements to create deep and long-lasting impact. Through fiscal sponsorship, Proteus Fund partners with emerging initiatives and innovative movement leaders — enabling them to focus on growing their substantive work and impact with the support of a trusted operational partner.

To date, Proteus Fund, and its affiliated 501c4 organization, Proteus Action League, have distributed over $300 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 has offices in New York City. Our staff is based across the entire United States.

Job Summary

The People and Culture Senior Associate is a trusted partner to staff and a central member of the People and Culture team, helping ensure that employees across both Core Proteus Fund and fiscally sponsored projects have a seamless and well-supported experience. This role is instrumental in shaping how people engage with the organization, supporting onboarding and orientation through technical execution and systems management, owning benefits administration, and supporting leave processes with care and consistency.

Serving as the organization’s HRIS administrator, the Senior Associate ensures data integrity, compliance with applicable regulations, and accurate reporting that informs decision making. Working closely with and reporting to the Vice President of People and Culture, this role contributes to building a responsive, inclusive, and mission-aligned workplace where staff can thrive and do their best work.

Essential Functions

Core responsibilities of this position include, but are not limited to: 

Employee Benefits/Payroll

• Own end-to-end benefits administration, including open enrollment, plan reviews, vendor coordination, invoice reconciliation, COBRA, and required reporting.
• Serve as the primary point of contact for brokers, insurance providers, and retirement plan partners, managing relationships and resolving issues as they arise.
• Develop and deliver clear benefits communications so employees understand their options and can easily access and use their coverage.
• Manage leave of absence processes by coordinating with external vendors, tracking documentation, supporting return to work transitions, and ensuring compliance with state reporting requirements.
• Support employee wellness initiatives that promote wellbeing and work-life balance.
• Partner closely with Payroll and Finance to ensure accurate and timely processing of employee changes, including hires, terminations, benefits updates, and paid time off tracking.
• Lead the annual workers’ compensation audit and maintain all related records and documentation.

Compliance

• Support HR compliance across employment practices by monitoring and applying relevant federal, state, and local laws, including wage and hour requirements, leave regulations, and healthcare compliance.
• Coordinate required regulatory reporting and track changes in employment laws in partnership with the People and Culture team to ensure timely and accurate compliance.
• Maintain and audit personnel records on a regular basis, ensuring files are complete, accurate, and up to date, and communicate any documented changes to employees such as compensation or role updates.
• Develop and refine policies and procedures in collaboration with the Vice President of People and Culture, aligning them with legal requirements and organizational priorities.
• Keep HR systems and internal resources current, including platforms such as Connect and payroll or benefits systems, ensuring staff have access to accurate and reliable information.
• Coordinate and/or develop regular training sessions for employees on HR policies, procedures, and compliance matters.
• Manage annual People and Culture compliance training and systems administration.

Culture

• Partner with the Vice President of People and Culture to design and implement staff morale and recognition initiatives, both one-time and ongoing, aligned with employee needs and organizational priorities. 
• Coordinate employee engagement efforts in collaboration with the People and Culture team, helping to foster a positive, inclusive workplace culture. This includes developing and sharing internal communications that acknowledge and celebrate cultural holidays and moments of significance. 
• Support the planning and execution of in-person events that strengthen team cohesion, deepen engagement, and reinforce organizational culture.

Employee Lifecycle

• Oversees employee onboarding and offboarding, including day one preparations and conducting new hire trainings/orientations.
• Owns the technical execution of onboarding in HR systems, including adding employees and states to Checkwriters and other platforms ensuring data accuracy and system readiness.
• Manages benefits onboarding and enrollment setup, including facilitating the benefits orientation session and guiding employees through enrollment in all benefit programs.
• Maintains accurate and up to date employee records across staff changes throughout the employee lifecycle in HRIS and related systems.
• Manages employee offboarding at the systems and compliance level, including HRIS/payroll terminations, benefits termination, COBRA activation, final pay coordination, and ensuring all records are accurately updated.

Other

• Demonstrate a commitment to continuous learning by staying current on industry trends and best practices through remote and accessible professional development opportunities.
• Contribute to a strong team environment by collaborating across functions, sharing knowledge, and supporting collective goals.
• Perform other duties as assigned, with flexibility to adapt to evolving team and organizational needs.

Competencies

Content Knowledge Expertise in Areas of Functional Oversight: Fluency in key areas of oversight; Ability to ask relevant lines of questioning to functional experts when personal content knowledge areas of expertise are not directly aligned.

Data Integrity, Accuracy, and Attention to Detail: Maintains a high degree of accuracy and detail orientation when working with data/ keeping data clean and up-to-date, data/ knowledge management, record keeping, etc.

Emotional Intelligence and Professional Discretion: Maintains high standards of confidentiality, ethical judgment, and self-awareness. Navigates sensitive conversations with humility, empathy, and fairness.

Personal Operations: Organization, Task Management, and Prioritization: Strategic management of daily tasks and related deliverables within a portfolio of work. Prioritizes support to actively mitigate risk and minimize bottlenecks when possible, keeping in mind the needs of other collaborators.  

Philosophical Alignment: Demonstrates strong commitment to the mission and values of Proteus Fund as a progressive, social justice organization, including a deep investment in Diversity, Equity, Inclusion, and Belonging (DEIB). 

Written, Verbal, and Interpersonal Communication: Communicates with clarity, cultural fluency, and integrity across sensitive or complex topics. Balances transparency, care, and discretion in all people-facing work. 

Education and Experience

While no one person will embody all the qualifications listed below, the ideal incumbent will possess many of the following:

• 5-7 years experience working in human resources or people and culture department or equivalent combination of education and experience.
• Significant experience in supporting complex non-profit organization with benefits and leave management.
• Knowledge of best practices for People & Culture as well as legal knowledge of policies
• Highly skilled in PC usage, Microsoft Office Platform (including Teams and SharePoint), zoom; Preferred knowledge in ATS systems like Checkwriters
• Ability to work and adapt in a fast-paced environment and work efficiently in a virtual setting
• Ability to work collaboratively with individuals and teams that are diverse through building inclusion and belonging

Position Type & Schedule/Hours: This is a full-time position requiring a minimum of 40 hours per week.

Candidates must be based in or able to work within Eastern or Central Time zones. Business hours are Monday through Friday, between 9:00 am and 5:00 pm. Additional hours are occasionally required.

Supervisory Responsibilities: This position has no supervisory responsibilities.

Travel: This position requires a minimum of 2-3 overnight trips per year, including participation in Proteus Fund’s all-staff retreats and other job-related travel such as team meetings, donor convenings, or training opportunities. Most travel will be planned in advance and may involve overnight stays. 

Work Environment: This position works indoors and routinely uses standard office equipment such as computers and phones. Most of the work will be performed remotely, which requires a dedicated work space.

Physical Requirements: This position is largely sedentary, with prolonged periods of sitting at a desk and working on a computer; however, some movement may be required depending on the specific job duties. This position requires the ability to: operate a computer daily, as well as other home- or in-office devices such as a copier or printer as needed; communicate effectively with coworkers and external parties, including - for example - via email, phone, and/or video conferencing; and, occasionally, lift up to 25 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Benefits: 

Proteus Fund is committed to ensuring that its employees are supported holistically, from compensation, benefits and resources to an enriching work environment and collaborative culture. Proteus Fund leads the market in a number of its offerings, including a sector leading retirement plan contribution and robust benefits package. The recruitment team will share more information regarding this commitment and offerings. Medical and dental benefits for employee and eligible dependents beginning on the first day of work. 

• Retirement savings account (401k) with an organization contribution of 10% of annual salary 
• Three weeks' paid vacation in the first year of work
• Fifteen sick days per year
• Three personal days per year
• Fifteen paid holidays
• Life Insurance
• Short-term and Long-Term disability
• Professional Development opportunities

Other Duties: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

Equity at Proteus: Proteus Fund believes that one of the greatest strengths of an organization is the rich diversity of its staff and board and is committed to providing equal employment and promotional opportunities based upon individual capabilities and qualifications without regard to race, color, religion, gender identity or expression, pregnancy, sexual orientation/affectional preference, age, national origin, ethnicity, marital status, citizenship, disability, veteran status or any other protected characteristic as established under the law. Proteus Fund’s policies and practices are to reflect Proteus Fund’s commitment to nondiscrimination in all areas of employment. 

Accessibility: Proteus Fund is committed to the full inclusion of all qualified individuals. As part of this commitment, Proteus will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources at jobs@proteusfund.org.  Additionally, throughout this document, use of the pronoun “they” is intended to be inclusive of humans who identify as non-binary as well as those of gender expansive identities and experiences. 

Proteus Fund connects philanthropy to the frontlines of social justice to advance, racial, gender, queer, and disability justice, and an inclusive, fully representative democracy. Our work lifts up opportunities, gaps, and challenges facing movement organizations, especially at the state and local level, and then mobilizes donor support as well as a range of other non-grant tools to support these efforts. Our donor collaboratives are best-in-class models for bridging responsive philanthropy with cutting-edge social justice movements to create deep and long-lasting impact. Through fiscal sponsorship, Proteus Fund partners with emerging initiatives and innovative movement leaders — enabling them to focus on growing their substantive work and impact with the support of a trusted operational partner. 

To date, Proteus Fund, and its affiliated 501c4 organization, the Proteus Action League, have distributed over $300 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 has offices in New York City.  Our staff is based across the entire United States. 

Job Summary

The Senior 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.

Essential Functions

Core responsibilities of this position include, but are not limited to: 

Revenue Management and Systems

• 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

Grants Management and Administration

• 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

Leadership Support

• 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

Competencies

Collaboration:  Collaborates effectively with colleagues, supervisors, and external partners, fostering a culture of cooperation and mutual respect. They demonstrate active listening and empathy to diverse perspectives, and contribute to an inclusive, trust-based team environment

Data Integrity, Accuracy, and Attention to Detail: Maintains a high degree of accuracy and detail orientation when working with data/ keeping data clean and up-to-date, data/ knowledge management, record keeping, etc.

Finance and Accounting Systems: The ability to use core finance and accounting systems and software

Philosophical Alignment: Demonstrates strong commitment to the mission and values of Proteus Fund as a progressive, social justice organization, including a deep investment in Diversity, Equity, Inclusion, and Belonging (DEIB)

Systems and Process Administration: Ability to learn, navigate, and support multiple operational systems and platforms across finance functions. Supports system maintenance, troubleshooting, workflow updates, and process improvements with adaptability and consistency

Problem Solving: Analyzes challenges, engages stakeholders, and develops practical, goal aligned solutions using sound judgment and a solution-oriented approach

Written, Verbal, and Interpersonal Communication: Communicates with clarity, cultural fluency, and integrity across sensitive or complex topics. Balances transparency, care, and discretion in all people-facing work

Education and Experience

While no one person will embody all the qualifications listed below, the ideal incumbent will possess many of the following:

• 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

Position Type & Schedule/Hours:

This is a full-time position requiring a minimum of 40 hours per week. Business hours are Monday through Friday between 9:00 am and 5:00 pm in the time zone where the candidate is located. Additional hours are occasionally required.

Supervisory Responsibilities:

This position has no supervisory responsibilities.

Travel:

This position requires 2-3 overnight trips per year for internal meetings and retreats as well as conferences and other events.

Work Environment:

REMOTE: This position works indoors and routinely uses standard office equipment such as computers and phones. Most of the work will be performed remotely, which requires a dedicated workspace.

Physical Requirements:

This position is largely sedentary, with prolonged periods of sitting at a desk and working on a computer; however, some movement may be required depending on the specific job duties. This position requires the ability to: operate a computer daily, as well as other home- or in-office devices such as a copier or printer as needed; communicate effectively with coworkers and external parties, including - for example - via email, phone, and/or video conferencing; and, occasionally, lift up to 25 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Other Duties:

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

Equity at Proteus

Proteus Fund believes that one of the greatest strengths of an organization is the rich diversity of its staff and board and is committed to providing equal employment and promotional opportunities based upon individual capabilities and qualifications without regard to race, color, religion, gender identity or expression, pregnancy, sexual orientation/affectional preference, age, national origin, ethnicity, marital status, citizenship, disability, veteran status or any other protected characteristic as established under the law. Proteus Fund’s policies and practices are to reflect Proteus Fund’s commitment to nondiscrimination in all areas of employment. 

Accessibility

Proteus Fund is committed to the full inclusion of all qualified individuals. As part of this commitment, Proteus will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources at jobs@proteusfund.org. 

Proteus Fund connects philanthropy to the frontlines of social justice to advance, racial, gender, queer, and disability justice, and an inclusive, fully representative democracy. Our work identifies opportunities, gaps, and challenges facing movement organizations, especially at the state and local levels, and then mobilizes donor support and a range of non-grant tools to support these efforts. Our donor collaboratives are best-in-class models for bridging responsive philanthropy with cutting-edge social justice movements to create deep and long-lasting impact. Through fiscal sponsorship, Proteus Fund partners with emerging initiatives and innovative movement leaders — enabling them to focus on growing their substantive work and impact with the support of a trusted operational partner.

To date, Proteus Fund, and its affiliated 501c4 organization, Proteus Action League, have distributed over $300 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 has offices in New York City. Our staff is based across the entire United States.

Job Summary

The Senior Staff Accountant, reporting to the Controller, is responsible for recording all aspects of accounts receivable, semi-monthly payroll and 401k plan activity.  This role is also responsible for recording and reporting donor advised fund (DAF) activity and supporting the Finance team in maintaining accurate and timely financial records and reporting.

Essential Functions

Payroll and 401k Transactions

• Perform monthly reconciliations of payroll items to the general ledger and prepare payroll related journal entries and work papers for the monthly and annual close, annual 401k plan audit, annual financial audit, and preparation of IRS Form 990
• Reconcile and record payroll related accounting activity, including 401(k) semi-monthly invoices, monthly pension accruals based on organization’s employee benefits, and salary and benefits accounts in the general ledger to ensure accuracy of financial reporting
• Partner with the People & Culture team to resolve payroll discrepancies and 401k plan discrepancies
• Prepare and maintain accurate records and reports of payroll transactions  
• Perform internal audits on both payroll and 401k plan, as needed
• Support the 401k plan audit process, including direct communication with auditors, coordinating documentation with Third-Party providers, People & Culture, the Controller, the CFO, and gathering payroll-related audit materials
• Prepare Finance reports for People & Culture and/or management for reimbursements related to specific employee earnings and benefits

General Accounting

• Record accounts receivable and cash receipts in the accounting system and partner with Donor Services to accurately track and allocate revenue. Identify and create adjusting journal entries, as needed
• Generate and analyze financial reports, such as monthly and quarterly DAF reports, and act as backup to generate program reports and funder reports, as needed
• Assist with monthly and annual closings, including the creation and analysis of expense allocations, journal entries, and reconciliations of trial balance accounts
• Support the annual audit, tax, and budget processes
• Conduct and collaborate on analyses and special projects, as needed
• Maintain compliance with all applicable regulations and Generally Accepted Accounting Principles (GAAP)
• Manage Account Receivable email activity, requests, and inquiries

Finance Systems Management

• Support the maintenance and administration of finance systems, including SAP Concur, the accounting system, and related integrations

Competencies

Content Knowledge Expertise in Areas of Functional Oversight: Fluency in key areas of oversight; Ability to ask relevant lines of questioning to functional experts when personal content knowledge areas of expertise are not directly aligned

Data Integrity, Accuracy, and Attention to Detail: Maintains a high degree of accuracy and detail orientation when working with data/ keeping data clean and up-to-date, data/ knowledge management, record keeping, etc

Personal Operations: Organization, Task Management, and Prioritization: Strategic management of daily tasks and related deliverables within a portfolio of work. Prioritizes support to actively mitigate risk and minimize bottlenecks when possible, keeping in mind the needs of other collaborators

Philosophical Alignment: Demonstrates strong commitment to the mission and values of Proteus Fund as a progressive, social justice organization, including a deep investment in Diversity, Equity, Inclusion, and Belonging (DEIB)

Problem Solving: Analyzes challenges, engages stakeholders, and develops practical, goal aligned solutions using sound judgment and a solution-oriented approach

Systems and Process Administration: Ability to learn, navigate, and support multiple operational systems and platforms across finance functions. Supports system maintenance, troubleshooting, workflow updates, and process improvements with adaptability and consistency

Written, Verbal, and Interpersonal Communication: Communicates with clarity, cultural fluency, and integrity across sensitive or complex topics. Balances transparency, care, and discretion in all people-facing work

Education and Experience

• Bachelor’s degree in Accounting, Finance, or a related field, or equivalent combination of education and experience with 5 to 7 years of general accounting experience
• Solid understanding of accounting fundamentals, payroll practices, and nonprofit accounting principles, including GAAP
• Experience with accounting and payroll systems; CheckWriters experience preferred
• Experience supporting nonprofit financial reporting, compliance, and day-to-day accounting operations
• Proficiency with accounting and finance software systems, with intermediate to advanced Excel skills, including VLOOKUPs, pivot tables, and related functions
• Ability to work and adapt in a fast-paced environment and work efficiently in a virtual setting
• Ability to work collaboratively with individuals and teams that are diverse through building inclusion and belonging

 Position Type & Schedule/Hours:

This is a full-time position requiring a minimum of 40 hours per week. Business hours are Monday through Friday between 9:00 am and 5:00 pm in the time zone where the candidate is located. Additional hours are occasionally required.

Supervisory Responsibilities:

This position has no supervisory responsibilities.

Travel:

This position requires 2-3 overnight trips per year for internal meetings and retreats as well as conferences and other events.

Work Environment:

REMOTE: This position works indoors and routinely uses standard office equipment such as computers and phones. Most of the work will be performed remotely, which requires a dedicated work space.

Physical Requirements:

This position is largely sedentary, with prolonged periods of sitting at a desk and working on a computer; however, some movement may be required depending on the specific job duties. This position requires the ability to: operate a computer daily, as well as other home- or in-office devices such as a copier or printer as needed; communicate effectively with coworkers and external parties, including - for example - via email, phone, and/or video conferencing; and, occasionally, lift up to 25 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Other Duties:

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

Equity at Proteus:

Proteus Fund believes that one of the greatest strengths of an organization is the rich diversity of its staff and board and is committed to providing equal employment and promotional opportunities based upon individual capabilities and qualifications without regard to race, color, religion, gender identity or expression, pregnancy, sexual orientation/affectional preference, age, national origin, ethnicity, marital status, citizenship, disability, veteran status or any other protected characteristic as established under the law. Proteus Fund’s policies and practices are to reflect Proteus Fund’s commitment to nondiscrimination in all areas of employment. 

Accessibility: 

Proteus Fund is committed to the full inclusion of all qualified individuals. As part of this commitment, Proteus will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources at jobs@proteusfund.org.