Assistant Director of Operations, Finance and Grants

Hiring Organization: 
Rockefeller Family Fund
City and State: 
New York, NY
Description: 

About the Rockefeller Family Fund:

The Rockefeller Family Fund (RFF) is a U.S.-based, family-led public charity that initiates, cultivates, and funds strategic efforts to promote a sustainable, just, free, and participatory society. 

Since 1967, RFF has worked at the cutting edge of advocacy in such areas as environmental protection, advancing the economic rights of women, and protecting and sustaining democracy. RFF is known for its creative grantmaking, its role as a catalyst in the nonprofit as well as the funding communities, and its record of public policy innovation.  

RFF has a shared services agreement with the Rockefeller Brothers Fund (RBF), which provides accounting, HR, and other services to RFF.

Position Summary:

Reporting to the Deputy Director, the Assistant Director of Operations will oversee and help implement the day-to-day operational and administrative functions of the Rockefeller Family Fund (RFF), as well as managing the operations of the RFF finance team. This position will be a strategic and integral driver at the organization, overseeing, implementing, and organizing RFF’s financial and operational systems. This position will be responsible for the oversight and implementation of all operational and financial systems.  In addition, this role will provide support to the Director and Deputy Director, particularly with strategic planning, board relations and communications, staff and administrative management, and coordination with other entities connected to RFF. This position has the opportunity to contribute towards RFF’s next phase of operational infrastructure development, building more capacity and integration of our finance and operation systems to align with the Fund and program impact goals.

This is a role that will focus on building and maintaining sustainable infrastructure for the organization in areas of financial management, operations, board management, and compliance.

The Rockefeller Family Fund is a fully flexible work environment, but preference will be given to New York-based candidates.

Program and Fund Operations and Financial Management                                                 

  • Lead and oversee the work of the finance and grants team to manage overall operations and management of special project funds, project funds, and donor advised funds.
  • Oversee the finance team on the onboarding and departure of projects and donor advised funds to/from RFF, including managing any issues that may arise related to account reconciliation, compliance issues, and systems transfers. 
  • With Director and Deputy Director, draft annual budget, monitor RFF’s expenditures, particularly those related to core spending, and track spending against the annual budget.
  • Coordinate between finance and accounting partners to ensure the successful completion of the annual audit and tax returns, liaising between Rockefeller Brothers Fund and internal teams to provide information as needed and manage deadlines.
  • Lead the finance and grants teams in designing, implementing and managing new financial, administrative and compliance systems that increase organizational productivity.

Team Management and Support                                                                                                

  • Lead weekly calls with administrative, grants, and relevant RBF staff, to ensure continued communications between RFF staff, RBF, and affiliates.
  • Coach and mentor members of the AGA team, providing leadership and guidance to achieve a high level of operational and financial excellence. This includes conducting performance evaluations as well as regular staff check-ins.
  • Ensure seamless communication between and across all RFF teams, to ensure that financial information provided to program staff, accounting staff, and funders is accurate and accessible.
  • Ensures that the Director and Board have access to timely, accurate financial information  and are provided with sufficient communication and strategic recommendations to guide  their decision making related to RFF’s overall finances including expenses, investments, staffing and fundraising.
  • Contributes to the Director’s work to ensure that the organization has the necessary financial and administrative staffing capacity and appropriate roles and responsibilities to support programmatic and operational goals.

Board & Committee Governance and Communications:                                                      

  • Oversee and manage all preparation for Board Meetings, including:
    • Project managing the collection of content for the Board Book from members of the team, including overseeing the scheduling, logistics and development of the content.
    • Ensure all materials are properly included for board review by working with the RFF Director and Board President to draft the agenda, schedule, and any necessary resolutions.
    • Ensure all logistics have been completed, including sending meeting materials ahead of time, scheduling speakers, and managing logistics. Oversee note taking and documentation of minutes.
  • Partner with the Director, Deputy Director, and board leadership to develop the schedule for programmatic and organizational updates to the board including annual committee calls, program calls, etc. This includes managing the scheduling, materials, and logistics for additional committee meetings.
  • Create, analyze and communicate the financial performance, budgets, and projections to Senior Leadership, Board of Directors and/or other key stakeholders. This includes both written and verbal communications.
  • Work with the Director and accounting/finance staff to create an annual budget and make recommendations on annual spending. 
  • Partner with Deputy Director and program associates to ensure that Board members are regularly updated on programs via Board blog and help drive the creation of a new system to provide updates.
  • Evaluate and maintain RFF historical records related to the board, including records of Trustee service, term limits, presidents and terms, board meeting speakers, to ensure compliance with standard legal meeting procedures.
  • Maintain corporate records including adding changes to bylaws and policies and uploading new versions to the board website.
  • Manage board members and family requests for information. 

Compliance and Legal Support                                                                                                   

  • With Director, manage outside contracts for RFF’s core work. Oversee finance-related pieces of contracts, including fee tracking performed by the finance team to ensure compliance with contracts. 
  • Work with Director, Deputy Director, legal counsel, and accounting to resolve compliance issues as they arise with legal agreements (contracts, grant agreements, reporting guidelines, etc.)
  • Manage annual business registration renewals and charitable solicitation renewals.
  • Manage state lobbying registrations and reporting. 

Partnerships and External Program Management                                                                 

  • Oversee day-to-day relations with donors and advisors with donor advised funds at RFF to ensure we are responsive to their requests.
  • Manage funder relations on an as needed basis, including applying for and reporting on grants awarded.
  • Manage communications and requests from RFF’s supporting organization, the William B. Wiener, Jr. Foundation.
  • Manage administrative, grants, compliance, and accounting related tasks related to the TIOGA Fund, as well as other organizations where RFF has agreements.

Perform other tasks as assigned.

EDUCATION & EXPERIENCE

Requirements for the Role

  • Technical expertise in nonprofit operations, including a minimum of 4 years of nonprofit experience, familiarity with workflows for compliance, and financial management. Experience acting as the compliance backstop, ensuring that all policies and procedures are in accordance with relevant IRS regulations (e.g. 990 and audit process), as well as experience with accrual accounting, cash flow management, budgeting, and experience working closely with HR department. Experience with the following platforms: Quickbooks, Intacct, Smart Simple, Bill.com, and Nexonia.
  • Entrepreneurial and resourceful: Consistently overcomes challenges and leverages resources to creatively solve problems. Proposes solutions to issues without much guidance (but isn’t afraid to ask questions). Proactively asks for help, anticipates problems, and course-corrects where needed.
  • Clear, precise, compassionate communication: Speaks clearly on behalf of the organization and advocates for/with staff members. Communicates well with others (internally with staff and board members and externally with partners, consultants and vendors) including sharing context and asking questions to understand others’ perspectives.
  • Inspires and motivates others to take action and meet goals. Delegates skillfully. Holds the team and themselves accountable and acknowledges growing edges (in self and others). Willingness to support and advocate for other team members.
  • Proven track record of effectively managing a racially diverse team to achieve ambitious goals.
  • High level of professionalism in written and verbal communications, especially in communicating with donors, board members, and other key stakeholders.

Expectations of All Positions

Each employee is expected to:

  • Commit to RFF’s mission and core values of equity, learning, humility, and collaboration.
  • Commit to the work to promote social justice and democracy.
  • Understand and support the philanthropic mission of the RFF.
  • Respect and value those who partner with or request assistance from the RFF.
  • Manage the resources of the RFF in a manner that maximizes the funds available for charitable activity.
  • Appreciate the value of diversity and equal opportunity in all work relationships.
  • Respect the contribution of each employee of the RFF and support colleagues in fulfilling their individual responsibilities.
  • Have a demonstrated ability to be a productive member of a community of people at work who respect differences while working toward shared goals, are comfortable with periods of ambiguity, and constructively participate in ongoing organizational development.
  • Appreciate differences in perspectives and points of view and work collaboratively with colleagues toward shared goals and objectives.
  • Commit time to RFF activities and conversations that strengthen the Fund’s culture and improve its effectiveness.
  • Be flexible and exhibit good judgment and discretion.

Other Requirements

This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with internal staff, access files, and/or utilize office machinery (e.g., a copy machine/printer).

RFF is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. As part of this commitment, RFF will ensure that persons with disabilities are provided reasonable accommodations.

We offer a competitive salary and excellent benefits, commensurate with qualifications and experience.

Equal Employment Opportunity

The Rockefeller Family Fund provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

RFF is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. As part of this commitment, RFF will ensure that persons with disabilities are provided reasonable accommodations.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

How to Apply: 
Please upload your résumé & cover letter via the link below. Note that we highly prefer that you use this link, but it will require you to use a gmail email address. If you do not have one, you can send a manual submission to hiring@opscollective.co.
Application Deadline: 
February 24, 2023
Publish date: 
01/24/2023