Senior Grants & Contracts System Associate, Proteus Fund

Organization Overview

Proteus Fund connects philanthropy to the front lines of social justice. We strive to advance the interconnected goals of racial, gender, queer and disability justice, and an inclusive, fully representative democracy. To do our work effectively and with significant impact, Proteus Fund creates dynamic relationships between progressive philanthropists, movement leaders, and other allies that go far beyond transactional grantmaking. Our trusted position among funders and field actors enables us to support, both through collaborative grantmaking and other efforts, a broad array of strategies to achieve social justice victories.

Our donor collaboratives are best-in-class models for bridging responsive philanthropy and cutting‑edge social justice movements for deeper impact, aligning resources to address critical needs, and shaping strategy alongside our partners. Through our fiscal sponsorship program, Proteus Fund partners with initiatives which play a powerful role in the larger ecosystem for social change, providing them with tailored and comprehensive organizational support.

To date, Proteus Fund, and its affiliated 501c4 organization, the Proteus Action League, have distributed $280 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 is headquartered in New York City, with staff based across the entire United States.

As a part of the Grants Management Team, the Senior Grants & Contracts System Associate partners with Grants Management, Contract, and Program staff to support the grantmaking and contracting function of Proteus Fund and its 501(c)4 affiliate, Proteus Action League. They will focus on system administration for Proteus’s grants management and contracts system, Fluxx, and support users within the Program, Grants Management, and Contract teams across the organization, and external users (grantees and contractors).

• Support day to day operations of Fluxx database, including monitoring and troubleshooting errors in Fluxx, entering and tracking help desk tickets to Fluxx, managing a variety of forms (applications, reports, grant agreements, external reviews, etc.), and maintaining and updating workflows, fields, profiles, settings, permissions, and dashboards.
• Manage built integrations, including with Financial Edge and Docu Sign, and support future API integrations with other relational databases and software platforms utilized by Proteus in consultation with the Information Services team.
• Lead onboarding of new users to Fluxx and develop and provide continued education and training for staff and external users on grants and contracts processes.
• Create and maintain Fluxx documentation and training materials, including manuals, instructions, flowcharts, and other resources.
• Assist with system architecture and workflow optimization in consultation with the Director of Grants Management, Sr. Contracts and Operations Associate, and the Information Services team.
• Recommend, design, and implement improvements and continued enhancements to grants management and contract processes that support organizational goals of more effective grants and contract processes and meet program, grantee, and contractor needs.
• Ensure integrity of data, in accordance with legal and regulatory requirements, as well as Proteus’s processes and requirements, including leading data clean‑up initiatives (deduplication, ensuring data accuracy, etc.).
• Provide end user support for staff, grantees, and contractors as they interact with the grants management and contract database with a customer service mindset.
• Utilize data in Fluxx to create dashboards, ad‑hoc reports, mapping, graphs, and other visualizations for a variety of internal and external stakeholders.
• Produce monthly contracts reports for all programs and cost centers.
• Reconcile contract and grant payments and balances with information provided by finance team.
• Maintain electronic recordkeeping, Fluxx funding sources, and program hierarchy related to the grant and contract…