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Grants & Operations Associate

Proteus Fund
Job Title: Grants & Operations Associate
Job Type:
Job Search Ends:
July 7th, 2020
Organization's Website:

The Opportunity

The Grants & Operations Associate (GOA) supports the Grants Management Team and plays a pivotal role in the process of awarding more than 400 grants annually. You will be responsible for providing administrative, database and logistics support for the Grants Management Team and Proteus’ grantmaking programs, as well as general operational support for the organization. You will work with a variety of Proteus Fund programs, donor advised funds, fiscally sponsored projects, and a family foundation, as well as a many internal departments including the President, Donor Services, Programs, Finance, Human Resources and Operations.

This is an exciting opportunity for someone with a passion for social justice and a desire to grow within the field of philanthropy. This role will allow you to build knowledge about a philanthropic organization that works with a diverse field of grantees and partners in a dynamic environment as well as the field of grants management.

This is a full-time (40 hours per week) position based in the Amherst, MA, or with the possibility of a remote work arrangement in the Greater Boston or Providence, RI, areas.

Key Responsibilities

  • Play a vital role in the grants lifecycle by facilitating the collection and review of grant proposals. By accessing applications through the grants management database, sharing them with staff, and conducting a preliminary review of the applications, you will be intimately involved in the preliminary steps of the grantmaking lifecycle. You will have the opportunity to build a strong understanding of complex IRS regulations and legal compliance and will use those concepts to analyze grant applications and ensure they meet minimum funding requirements.
  • Act as the primary liaison with applicants and grantees. Through developing a deep understanding of Proteus’ funding priorities and due diligence procedures, you will respond to inquiries for funding and will be a partner to grantees as they move through the application, award, and reporting processes. You will field applicant questions as they apply for a grant and will assist applicants with technical questions as needed. You will also assist in the award and payment of grants by sending out grant agreements, collecting banking information for payment requests, and at the conclusion of a grant, working with grantees to collect their final report and close out the grant.
  • Learn and maintain the grantmaking software. You will develop a deep understanding of Proteus’ grantmaking software (Blackbaud Grantmaking/GIFTS Online) and will maintain the online applications, run reports and pull data for program staff, ensure data integrity, and suggest and help implement improvements to processes and procedures.
  • Provide administrative support for Proteus’ Amherst office and docket process. You will assist with the grant docket process by arranging docket meeting logistics, preparing standard materials for the docket book, and producing and shipping hard copy materials for docket meetings. You will also be in charge of purchasing office supplies for the Amherst office and will be the back-up for other administrative office duties.
  • Update the grants index and assist with data visualization. You will use the grants management database, excel, and WordPress to update the grants index on the Proteus website. You will also be involved in finding creative ways to display our grantmaking data to program staff, the board, and the public.
  • Grow expertise and knowledge of grants management. You will keep informed of the best practices in the grants management field, develop a good understanding of IRS regulations around lobbying, and recommend improvements to the grants management process.


The GOA will be proactive and able to self-manage, prioritize work assignments, problem solve, manage multiple deadlines, and represent Proteus Fund in a professional manner. The ability to write and communicate clearly with a variety of stakeholders is vital.

Additional requirements and experience include:

  • A team player with an ability to work with diverse teams with accountability and responsibility
  • Ability to manage communications tactfully and professionally with high attention to detail and accuracy, as well as to manage one’s work in a fast-paced environment
  • Versatility, adaptability and ability to multi-task in a team-focused environment
  • Time management and organization
  • Detailed knowledge of and demonstrated proficiency in the use of O365 and video conferencing platforms
  • Maturity in dealing with sensitive and sometimes difficult subjects impacting a diverse set of communities in the U.S.
  • Proteus values academic and real-world experience. A bachelor’s degree and 2-3 years of work experience are indicative of qualification for this position. We also value candidates who can demonstrate capability and articulate how prior work experience will help them contribute to the role. A candidate with 6-7 years of professional experience and an associate’s degree or high school diploma is also qualified for this position.

Alignment to Culture and Values

  • Commitment to vision and mission of Proteus as a progressive social justice organization
  • Cultural responsiveness and an alignment with our values and commitment to equity and inclusion
  • Strong relationship building, high ethical standards, discretion and tact
  • Personal qualities of humility and empathy

For consideration, please submit cover letter and resume by July 6, 2020 to: https://proteus-fund-inc.checkwritersrecruit.com/job/193484/grants-and-operations-associate


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Phone: 617.426.2606
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