Portfolio Associate, Shared Services

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Job description

Overview

Third Sector New England, Inc. (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 Portfolio Associate, Shared Services (PA) will play an integral role in ensuring these services are provided through a responsive and cohesive approach to Shared Services Organizations (SSOs) who select these additional services. The PA serves in an essential capacity as internal support as well as in an external facing role, as the first point of contact for prospective SSOs. The PA is responsible for supporting the Shared Services team with the overall coordination of services for a portfolio of SSOs. The PA will coordinate and provide services to each SSO 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 SSOs as the entry level position of the organization.


Given that Shared Services is in its pilot phase, the role of the Portfolio Associate may shift and expand as the service implements additional offerings and scales.

Essential Functions


Prospective Client Intake and Communication - 25% (Primary Focus during Phase I (Present- July 2025) launch of Shared Services)

• Ensure prospective and current clients are responded to promptly and appropriately regardless of medium;
• Review prospective client information and follow up for additional information as needed;
• Manage incoming inquires for prospective new business;
• Document communications and ensure the individual or organizational needs are accurately summarized and captured;
• Continuously communicate about the status of the prospective clients and other relevant information along all organization business lines;
• Assist with special projects and other departmental responsibilities as assigned;
• Facilitate and support internal process for proposing prospective SSOs to the Senior Director;
• Ensure a seamless client transition to the engagement team.

Shared Services General Operations - 25%

• Establish relationships with and communicate with client organizations as needed;
• Schedule regular check-ins with SSOs and other functional partners to update NPO program and financial status;
• 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;
• Collaborate with team members to collect and maintain useable data;
• Help develop and maintain Salesforce processes to ensure the collection of accurate data for the Programs Team;
• Provide administrative support to the Shared Services Team as needed.

Finance - 25%

• Work with accounts payable and accounts receivable staff accountants to ensure timely and accurate processing of payables, receivables, deposits, and billing;
• Prepare monthly financial reports for PM or SPM review;
• Assist SSOs with general operating budget development and import to financial system;
• Assist SSOs and PMs with creation of forecasting reports and templates;
• Prepare adjusting journal entries and corresponding justifications;
• Manage a small portfolio of SSOs (1-2) which have fewer funding sources and/or less complex reporting requirements including analysis of expenses and preparing, reviewing and distributing monthly reports.

Grants Administration - 25% (The Portfolio Associate will provide pre and post award grant administration support that will be phased in during the launch and expansion of Shared Services)

Post Award Grants Management Support

• Ensure all accepted awards are listed in key organizational systems (Intacct, Salesforce, Concur, etc.) and the relevant information is available for SSOs 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 SSOs and team members;
• Ensure receipt on a timely basis by TSNE of any program reports prepared by SSOs;
• Ensure all grant related funding sources are updated in Intacct 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 Intacct and Concur and closed appropriately;
• Support the team in management of salary allocations upon receiving and closing awards.

Phase Two (Starting July 2025)

Pre-Award Grant Administration Support (in addition to ongoing Post-Award Support)

• Provide assistance with developing budget for proposals; ensure that SSOs 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.

Complete other tasks and projects related to the position, as needed.

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.

You also believe in and embody our organizational values and the below core competencies:

• 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 . click apply for full job details
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