Foundation Associate, Finance and Administration

Job Overview

The Foundation Associate, Finance and Administration plays a vital role in ensuring the accuracy, integrity, and efficiency of financial and administrative operations that support our philanthropic work. This position involves managing financial records, making bank deposits, and ensuring smooth day-to-day administrative tasks related to grantmaking and donation processing. The ideal candidate is detail-oriented, organized, and proficient in Microsoft Word and Excel (QuickBooks experience a plus) to contribute effectively to our team’s success.

About GHS Philanthropy Management

GHS is a small, family-run business that provides outsourced administration, management, and advisory services for family foundations, philanthropic individuals, and American foundations organized to support foreign charities (primarily museums and universities). Our clients make grants in the arts, women’s rights, environmental protection, support for vulnerable people, education, scientific research, historic preservation, and much more. We are customer-service oriented, aiming to provide the highest quality service within a collegial work environment where everyone wears many hats. Attention to detail and good communication matter and are appreciated.

Responsibilities

• • BANKING: Make bank deposits for incoming donations to nonprofit clients. Monitor multiple bank accounts for incoming electronic donations and for suspicious activity. Scan or download bank statements. Conduct verbal verifications of banking details for vendor or grantee payments.
  • RECORDS AND REPORTS: Maintain accurate financial records and documentation. Utilize Excel and QuickBooks to input data and generate reports.
  • ADMINISTRATION: Support grantmaking operations including scheduling board meetings, drafting grant letters, preparing materials for board meetings, and e-filing.
  • OTHER: Collaborate and communicate with team members as needed. Support special projects related to finance and administration as assigned.

Skills and Qualifications

• • Superior organizational skills with the ability to prioritize tasks effectively
  • Attention to detail to ensure accuracy in financial data
  • Proficiency in Microsoft Excel, Outlook and Word with the ability to learn new features and other apps; financial software experience a plus
  • Excellent communication skills for collaborating with team members and clients
  • Ability to handle multiple responsibilities, meet deadlines, maintain confidentiality, and work independently
  • Strong numerical aptitude and comfort with financial data (or willingness and capacity to learn)
  • Bachelor's degree or equivalent work experience required.
  • At least three to five years experience in an office environment preferred, along with experience working with nonprofit organizations or grantmaking foundations.

Hours: This position can be full- or part-time with a 70-100% schedule by mutual agreement, with some flexibility.

Salary and Benefits: In the range of $58,000-62,000/year for full-time, commensurate with experience. Paid time off. Health insurance. Retirement plan with employer-matched contributions.

Location: This position will work one or two days per week in our Montclair, NJ office, with the remaining days remote or in-office as desired.

This position can be full- or part-time with a 70-100% schedule by mutual agreement, with some flexibility. Other benefits include paid time off. Health insurance. Retirement plan with employer-matched contributions.