People And Family Support Program Coordinator

Title: People And Family Support Program Coordinator

Location: New York NY US

Job Description:

About Proteus Fund

Proteus Fund connects philanthropy to the frontlines of social justice to advance, racial, gender, queer, and disability justice, and an inclusive, fully representative democracy. Our work identifies opportunities, gaps, and challenges facing movement organizations, especially at the state and local levels, and then mobilizes donor support and a range of non-grant tools to support these efforts. Our donor collaboratives are best-in-class models for bridging responsive philanthropy with cutting-edge social justice movements to create deep and long-lasting impact. Through fiscal sponsorship, Proteus Fund partners with emerging initiatives and innovative movement leaders — enabling them to focus on growing their substantive work and impact with the support of a trusted operational partner.

To date, Proteus Fund, and its affiliated 501c4 organization, Proteus Action League, have distributed over $300 million in grants and provided other essential tools to support activists, advocates, networks, coalitions, and issue-specific campaigns at the local, state, and national level. Proteus Fund has offices in New York City and the metro Boston area. Our staff is based across the entire United States.

Job Summary

The People & Fiscal Sponsorship Coordinator plays a critical role as a bridge for Proteus Fund’s People & Culture and Fiscal Sponsorship teams. They ensure the systems, processes, and day-to-day operations run smoothly and effectively. This position provides essential administrative and operational support while also serving as a connective thread between teams, helping advance shared priorities and cross-functional initiatives.

Working in close partnership with colleagues across both functions, the Coordinator contributes to projects such as trainings and internal communications, adapting to evolving organizational and team needs. With a focus on accuracy and consistency, this role helps drive the seamless execution of core processes, from systems management and documentation to scheduling and life cycle coordination, ensuring data integrity and supporting operations that are efficient, compliant, and aligned with our mission.

Essential Functions

Core responsibilities of this position include, but are not limited to: 

 People & Culture Administration

• Provide administrative support across People & Culture, including schedule management, invoice processing, organizational chart updates, and maintaining internal files and documentation.
• Maintain People & Culture systems, including Connect and survey tools, ensuring information remains accurate and up to date across total rewards, org charts, employee resources, and shared materials.
• Act as the primary point of contact with our PEO by responding to inquiries and keeping information clear, current, and accessible.
• Manage and distribute People & Culture communications, including organizational updates, scheduling information, and key announcements for core staff and fiscally sponsored projects.
• Coordinate onboarding and orientation by managing logistics, aligning sessions, and collaborating across teams to create a smooth and welcoming new hire experience.
• Provide backup support for team priorities such as contracts and events, offering logistical and on the ground assistance as needed to ensure continuity.
• Maintain and update communication tools and documentation, including email distribution lists, staff directories, and time zone tracking across systems.

 Fiscal Sponsorship Administration

• Partner with the Director of Fiscal Sponsorship, draft or refine SOPs, toolkits, and internal guidance, which include preparing and tracking the execution of fiscal sponsorship agreements, amendments, and renewals.
• Maintain accurate and up-to-date fiscal sponsorship records, templates, and shared documentation.
• Monitor key milestones throughout the FSP lifecycle (selection & orientation, setup & onboarding, project evaluation, and termination or transition).
• Coordinate logistics for the annual check-ins, onboarding, and offboarding in partnership with the Director of Fiscal Sponsorship, Finance, People and Culture, Contracts, Grants Management, and IS.
• Schedule and support meetings related to fiscally sponsored projects, including managing Calendly workflows, including agendas, materials, and meeting notes.
• Strengthen sponsor-project communications, project communication lists, and internal distribution lists.
• Draft, edit, and design correspondence using MailChimp or Email to send e-blasts to FSPs, including invitations to meetings, briefings, internal announcements, and key updates.
• Provide research support to the Director of Fiscal Sponsorship as needed, including analyzing fiscal sponsorship trends.

Competencies

Content Knowledge Expertise in Areas of Functional Oversight: Fluency in key areas of oversight; Ability to ask relevant lines of questioning to functional experts when personal content knowledge areas of expertise are not directly aligned. Consistently seeking new approaches to the work, staying abreast of the best fiscal sponsorship practices.

Emotional Intelligence and Professional Discretion: Maintains high standards of confidentiality, ethical judgment, and self-awareness. Navigates sensitive conversations with humility, empathy, and fairness.

Data Integrity, Accuracy, and Attention to Detail: Maintains a high degree of accuracy and detail orientation when working with data management, keeping data clean and up-to-date.

Innovation and Continuous Improvement: Displays commitment to identifying opportunities to try new systems, approaches to the work, continuous improvement, and automating workflows.

Partner Support Orientation: Focuses on providing a high-quality experience for the FSPs we support.

Personal Operations: Organization, Task Management, and Prioritization: Strategic management of daily tasks and related deliverables within a portfolio of work. Prioritizes support to actively mitigate risk and minimize bottlenecks when possible, keeping in mind the needs of other collaborators.

Philosophical Alignment: Demonstrates strong commitment to the mission and values of Proteus Fund as a progressive, social justice organization and fiscal sponsor.

Project Management: Project-based strategy and implementation, inclusive of enlisting/enrolling, and managing stakeholders internally and/or externally at an individual level, team level, or group/vendor level, progress monitoring and reporting, etc. – that leads to successful project completion, defined by identified project goals.

System Administration and (Non-Technical) Process Management: Management and maintenance of a system or process and related data within it, serving to leverage the system’s technology/functionality to meet aligned organizational needs.

Written and Oral Communication Skills: Communicates clearly and professionally across formats. Produces accurate, well-organized written work and adapts messaging based on audience and purpose.

Education & Experience

While no one person will embody all the qualifications listed below, the ideal incumbent will possess many of the following:

• Knowledge and skills typically gained through a four-year degree or equivalent professional experience
• At least two years of experience supporting nonprofit operations, fiscal sponsorship, grants management, or similar program administration
• Experience working in a fully remote environment
• Strong organizational, analytical, and problem-solving skills with close attention to detail
• Clear and effective written and verbal communication skills, with the ability to work well with internal teams and external partners
• A collaborative, service-oriented approach, with the ability to manage multiple priorities at once
• Ability to work efficiently in a fast-paced, virtual setting
• Demonstrated ability to collaborate across diverse teams and contribute to an inclusive and welcoming work environment

 Preferred Qualifications

• Project Management training or certification
• Familiarity with Microsoft, Zoom, and Monday

Position Type & Schedule/Hours: This is a full-time position requiring a minimum of 40 hours per week. Candidates must be based in or able to work within Eastern or Central Time zones. Business hours are Monday through Friday, between 9:00 am and 5:00 pm. Additional hours are occasionally required.

Supervisory Responsibilities: This position has no supervisory responsibilities.

Travel: This position requires occasional travel, estimated at 2-3 overnight trips per year, including participation in Proteus Fund’s all-staff retreats and other job-related travel such as team meetings, donor convenings, or training opportunities. Most travel will be planned in advance and may involve overnight stays.

Work Environment:

REMOTE: This position is performed indoors and routinely uses standard office equipment, such as computers and phones. Most of the work will be performed remotely, which requires a dedicated workspace.

Physical Requirements: This position is largely sedentary, with prolonged periods of sitting at a desk and working on a computer; however, some movement may be required depending on the specific job duties. This position requires the ability to: operate a computer daily, as well as other home- or in-office devices such as a copier or printer as needed; communicate effectively with coworkers and external parties, including - for example - via email, phone, and/or video conferencing; and, occasionally, lift up to 25 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Other Duties: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.