Associate, Grants and Finance

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 our 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.

The Grants and Finance Associate (GFA) is responsible for supporting a team of Grants and Finance Managers with the coordination of services for a portfolio of fiscally sponsored organizations (FSOs). The GFA plays a critical role in ensuring our systems are working smoothly to process large amounts of data and files, and that systems are updated regularly as grants and fee for service contracts move through the funding cycle from proposal stage through award set up, budgeting, spending, monitoring, and finally closeout and reporting. The GFA provides administrative support at each of these stages in collaboration with Grants and Finance Managers and FSO leaders. The GFA also coordinates the cross-departmental process and timeline for FSO onboarding and offboarding. For a small portfolio (one to three) of less complex FSOs, the GFA will provide full grants and financial management in order to ensure fiscal health, full-cycle grants administration, and compliance with all requirements and regulations. Lastly, the GFA supports the Fiscal Sponsorship program as a whole and the Finance and Accounting Team by participating on committees to drive process improvement or manage cross-functional work. The work of GFAs helps FSOs build their finance capacity and advance their missions.

Essential Functions

Grants and Contracts Administration – 40%

• Pre-Award
  • Work with FSO leaders and Grants and Finance Managers to complete and submit forms as needed for funder applications.
  • Make sure grant documents accurately reflect fiscal sponsorship relationship and are filed.
  • Set up and manage federal portal workspaces.
  • For small portfolio (one to three) FSOs, review grant and fee for service proposals and ensure alignment and accuracy of budgets.
• Post-Award
  • Ensure prompt processing/execution of grant agreements by all parties.
  • Ensure all accepted awards are entered in key organizational systems, and systems are updated again to close out awards.
  • Update revenue budgets for new awards in the accounting system.
  • Send acknowledgment letters to grant funders if requested.
  • File sub-grantee reports as needed, and report federal subawards (FFRS).
  • Complete journal entries and justifications as needed to make adjustments.
  • Prepare and file financial reports for grants and fee for service contracts.
  • Ensure receipt of any program reports prepared by FSOs.
  • Manage grants for a small portfolio of FSOs:
    • Review, approve, and ensure compliance with new award agreements.
    • Monitor spending against funding source budgets and restrictions.
    • Manage spending, including payroll and administrative allocations.
    • Ensure grants and fee for service contracts are closed out on an accurate and timely basis.

Financial Administration and Client Relations – 30%

• Provide front-door support to a set of 15-20 FSOs with questions or requests; respond directly to FSOs and funders or route requests internally.
• Provide administrative support, such as: import budgets, update records for new fiscal years, manage distribution of auto-generated reports, schedule and support meetings, and manage funder portals.
• Provide coverage support for other GFAs and GFMs when they are out.
• Work with Fiscal Sponsorship Accountants to ensure timely and accurate processing of payables, receivables, deposits and billing.
• Train FSOs on routine finance-related tasks as needed.
• Coordinate FSO onboarding and offboarding process and timeline, ensuring all stakeholders are on track to meet their deliverables according to the schedule.
• Help to ensure that FSOs are operating in compliance with the Fiscal Sponsorship Agreement (FSA)
• For a small portfolio of one to three less complex FSOs:
  • Review expenses for accuracy, availability of funding, compliance, and allocations to funding sources and programs (AP transactions, expense contract requests, personnel increases).
  • Review FSO annual budgets and assist with financial plans.
  • Prepare, analyze, and distribute monthly financial reports and analysis for FSOs.
  • Plan and lead monthly finance/accounting check ins and biannual team meetings with FSOs.
  • Lead review of financials in meetings with FSOs, and train FSOs to understand financial statements.
  • Document and address issues requiring attention and/or further discussion with FSO and/or supervisor.
  • Analyze and monitor FSO cash balances to ensure adequate reserves.
  • For each FSO, lead a cross-functional (HR, Legal, Accounting, Finance) group, ensuring internal coordination, communication, and collaborative problem-solving around FSO issues and delivery of services.

Fiscal Sponsorship: Operations and Program Support – 30%

• Work across the Finance, Accounting, Legal, and HR teams to ensure timely delivery of services.
• Manage data, projects, and workflows as needed.
• Share learnings with colleagues to help develop the overall capacity of the fiscal sponsorship program.
• Respond to TSNE audit requests as needed.
• Participate in internal initiatives/teams to help drive process improvement or manage cross-functional work (such as program evaluation, equity and inclusion, training initiatives, new system implementations, workflow creation, meeting planning, etc.);
• Collaborate internally around areas related to expertise/interest.
• Along with other GFAs, provide administrative support to Finance and Accounting Team and Fiscal Sponsorship Program as needed.

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

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!

• Strong proficiency with technology, including spreadsheets, data management systems, and CRMs (Salesforce, Sage Intacct, ADP, Concur, Microsoft Office suite a plus).
• Ability to thrive in a fast-paced work environment, work flexibly, take initiative, and adjust as needed.
• Ability to build effective professional relationships and trust with stakeholders including colleagues and external partners.
• Strong attention to detail.
• Awareness of when to seek and offer clarification, assistance, or input.
• Excellent written and verbal communication skills, with demonstrated diplomacy, professionalism, and the ability to manage expectations.
• Good creative problem-solving skills.
• Project management skills including developing and maintaining project timelines.
• Interest in learning basic accounting.
• Some experience in grant life cycle management and/or nonprofit finance and accounting.
• Curious, energetic, and motivated to learn and be successful.
• Demonstrated skill in providing a high level of service to multiple clients/stakeholders; experience working as part of a team delivering coordinated services is highly desirable.
• Ability to give constructive feedback and to use others’ feedback to learn and improve.
• Commitment to the work of social and economic justice organizations and alignment with TSNE's values, including a committment to DEI principles.

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, equity, integrity and accountability throughout all organizational practices.
• Relationship management – The ability to develop and nurture positive, productive relationships with others.
• Collaboration – The ability to collaborate vertically and horizontally throughout the organization and with others.
• Technologically and organizationally functional – Computer skills and demonstrates willingness to learn additional, specific platforms. Also understands and follows the policies and procedures applicable to all staff.

And a strong combination of the following qualifications:

• Soft Skills including exceptional discretion and judgment. Effective verbal and written communication skills with a wide audience. Ability to build productive and successful range of relationships and effectively serve in roles ranging from trusted advisor, teammate, subject matter expert and to coach.
• Demonstrate cultural awareness and some understanding of fostering an inclusive, culturally sensitive, environment. Willing to ask questions, learn, and constructively share and accept feedback. Must be adaptable to a range of audiences and dynamics.
• Just do good work by providing high quality work in fast-paced environment. Strong analytical skills are necessary. Must be flexible and able to manage multiple changing priorities and projects, and be organized and detail oriented. Provide excellent customer service by being on-time and accurate.

Physical Demands/Work Environment

The physical demands described for this position are that of a typical office environment. Reasonable accommodations will be made to enable individuals with disabilities to perform the functions. Ability to sit and/or stand for extended periods of time in front of a computer screen is an essential aspect of the position. There may be a need to lift and/or move materials or equipment.

Location: Work will be performed between our office located at the NonProfit Center at 89 South Street, Suite 700, Boston, MA 02111 and your home office. This position is required to be on-site at least once per month and may require flexibility.

Schedule: This position is full-time at 37.5 hours per week and hours are flexible within reason.

Compensation and Benefits

Compensation: The salary for this position is $77,317.50 annually, paid hourly at $39.65.

Benefits: This position is eligible for a full benefits package including:

• Generous Paid-Time-Off (PTO): twelve paid holidays, three weeks of vacation, one week of personal holiday, and ability to accrue up to 487.5 hours of health leave time for benefited staff.
• 80% Employer-paid, offering some $0 deductible Health Insurance through Harvard Pilgrim along with several low-deductible plans;
• Low-cost Harvard Pilgrim/Point32Health Dental and Vision.
• Flexible Spending Accounts (FSA) for Health and Dependent Care.
• Employer-paid Life, Long- and Short-Term Disability Insurance.
• Employer-paid Pension and Employee-paid 403b plan through TIAA.
• Up to $3,600.00 in annual commuter subsidy
• $10 monthly cell phone stipend.
• No meetings after noon on Fridays.
• ...and more!

TSNE strives to achieve excellence through a diverse, equitable, and inclusive work environment that embraces all of our individual and collective differences. Black, Indigenous, People of Color, Middle Eastern and North African, Bilingual and/or Bicultural candidates, and LGBTQ2SIA+ candidates are encouraged to apply. We value and honor the unique talents, learning styles, and lived experiences of each individual that enrich and strengthen our workplace culture, and we are proud to be an equal opportunity and affirmative action employer.

All employment conditions are based on an individual’s performance and job qualifications. TSNE prohibits discrimination and harassment of any kind based on race, creed, color, religion, native language, gender, sexual orientation, gender identity/expression, national origin, physical or mental disability, age, genetic information, veteran status, marital status, parental status, pregnancy, race-based hairstyles, or any other protected characteristic stated by federal and state law. Regardless of any class’ protection under the law or lack thereof, TSNE celebrates diversity and values the strengths that come with having a diverse team of employees. It is represented in our workplace culture, and it is who we are.

TSNE's EEO statement extends to volunteers, interns, contractors, vendors, and clients.