Portfolio Coordinator, Donor Services

Portfolio Coordinator, Donor Services

Job Category: Donor Services – NEO

• Full Time

Launched in 1983 as Public Interest Projects, a 501(c)(3) public charity, NEO Philanthropy is a New York based national leader in innovative philanthropic solutions. We lead large-scale collaborative grantmaking funds on a range of social justice issues, provide fiscal sponsorship and management to projects and campaigns, manage donor advised funds and develop organization and field-focused capacity building initiatives.

Over the past 40 years, NEO Philanthropy has helped all types of donors maximize their resources, support work they could not do on their own and gain access to strategic and cutting-edge advice around issues and philanthropic practice. NEO offers donors a range of ways to work with us – through donor advised funds, pooled funds, specialized grant programs and initiatives. All of these are customized programs that allow our donors to minimize their administrative costs in order to maximize their impact. They also get to leverage the expertise and depth of NEO’s senior staff, as well as gain access and benefit from our extensive networks in the philanthropic and grantee communities.

Position

This position will report 50% to the Deputy Director, Donor Services & Special Projects (DS), and 50% to the Associate Director, Capacity Building (CB). NEO is committed to sustaining this position for a minimum of 24 months, with the possibility of an extension depending on future work and available resources. In the DS department, the Portfolio Coordinator supports a team of portfolio managers who in turn support 40+ diverse projects within the DS department. The Portfolio Coordinator will work closely with DS program staff to provide administrative support based on the needs of projects. In the CB department, the Portfolio Coordinator will support the Associate Director on a new Economic Mobility & Opportunity Fund (EMO Fund). The Portfolio Coordinator will work closely with the Associate Director to provide administrative support based on the needs of the Fund. The ideal candidate is an organized, reliable, and detail-oriented problem-solver with excellent judgment. They should have experience working in a fast-paced environment and be able to manage juggling multiple time-sensitive deliverables. Prior experience in the nonprofit sector is preferred, though not required.

Both departments work closely with our Legal, Finance, Operations, and Human Resources staff to ensure the highest quality service to our fiscally sponsored projects, funds, and their donors. The ideal person will have a basic understanding of nonprofit operations, including finance, grants administration, legal compliance and human resources. Experience with 501(c)(3) permissible lobbying is a plus. They work efficiently, independently, and proactively suggest process improvements. This is a great position for anyone who is looking to transition into the non-profit space and learn about the ins and outs of non-profit management through the perspective of an intermediary.

Working Arrangements

NEO Philanthropy has its headquarters in New York City and has a hybrid work model based on job function. It is our expectation that this role will be able to be fully remote with in-person meetings required 4-6 times per year; however, staff will have the option to select a partially or fully in office schedule if they are based in New York City.

Vaccine Requirement

NEO follows CDC guidance regarding staying up to date with COVID-19 vaccinations and boosters. Accordingly, and in order to ensure the wellness and safety of our staff to the greatest extent possible, NEO requires the COVID-19 vaccination and boosters for all staff. Requests for medical and/or religious exemptions from the vaccination requirement will be considered on an individual basis.

Responsibilities

Support grants, contracts, finance, and overall program administration for DS and CB teams, which includes:

• In coordination with program staff, generate and draft grant agreements and addendums for legal review, oversee through to execution, and oversee accurate and timely disbursement of grant payments for all outgoing grants.
• Generate and draft contracts and addendums for consultants and external vendors for legal review and oversee through to execution.
• Review and process various types of payment requests, ensuring compliance with finance and legal teams, and communicating and troubleshooting with program and project staff as needed.
• Work with Program Staff and Finance Team to ensure proper documentation, accurate accounting, and reconciliation for all revenue and expenses, including tracking accounts payable and receivable through appropriate financial/project coding.
• Manage DS and CB department-wide and assigned portfolio specific online giving platforms.
• Prepare reports for finance team and projects that track online giving.
• As requested by projects, communicate with donors to provide donation info and to collate, generate, and send donor acknowledgement letters on behalf of NEO.
• Oversee and ensure that all data within Salesforce and Dropbox are up-to-date.
• Ensure timely and regular updates of databases across NEO’s systems, including Salesforce and Dropbox.
• Support in preparing documentation and managing online resources.
• Proofread and make copies of documents.
• Reserve equipment and conference rooms for presentations and in-office departmental meetings.
• Attend internal and external meetings and take minutes if necessary.

In addition to the above tasks that cross both department’s work, the Portfolio Coordinator will also support the EMO Fund with the following:

• Coordinating logistics including scheduling, minutes, and prepping materials for various advisory committees and stakeholder meetings.
• Coordinating event logistics and platforms for in-person and virtual convenings.
• Assisting with updating tracking documents, workplans, database management and other organizational tasks as needed.
• Responding to and troubleshoot grantee questions and issues regarding NEO’s Grantee portal.
• Tracking and collecting grantee proposals and reports.

Desired Qualifications

1. Bachelor’s degree required.
2. Two years of foundation, nonprofit, or public service experience preferred.
3. Strong planning, and organizational skills; the ability to manage time efficiently and meet deadlines
4. Curiosity and a willingness to learn in a fast-paced environment that is experiencing growth.
5. Exceptional attention to detail and receptive to feedback.
6. Proven ability to juggle multiple tasks, tolerance for work under pressure, and ability to work independently
7. Excellent verbal/written communication skills and interpersonal/relationship building skills.
8. Personal and professional approach of working respectfully, thoughtfully, and collaboratively in a team environment and across departments.
9. Proficient with windows-based word processing, spreadsheets, databases and Internet programs. Experience with Salesforce is a highly preferred.

Compensation

Compensation for this role will vary depending on the experience of the candidate and resulting title. The salary range for this position is $60,900 to $70,000 per year. NEO is committed to sustaining this position for a minimum of 24 months, with the possibility of an extension depending on future work and available resources. NEO provides generous benefits, which includes medical, dental, vision, life, long term disability, and pet insurance. We also administer FSA, Commuter benefit, and 401k retirement plans and have generous Paid Time Off and an Employee Assistance Program (EAP). Additionally, NEO provides additional resources for remote work office set up (initial funds and annual allotment), as well as an annual fund for professional development opportunities.