Operations and Finance Associate

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 Assistant Director of Operations, Finance and Grants, the Finance and Operations Associate is responsible for helping to maintain the weekly financial and grant activities of the Rockefeller Family Fund (RFF), as well as working with RFF’s partner accounting team at Rockefeller Brothers Fund. The Finance & Operations Associate is integral to the financial and operations processes of RFF’s program areas as well as various donor-advised funds to help advance RFF’s mission and program goals. The Finance & Operations Associate will also work closely with RFF’s Senior Grants Associate to support financial and administrative tasks related to the lifecycle of RFF grants. 

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.

Position Duties and Responsibilities:

Financial Management 

·      Support the Assistant Director of Operations, Finance & Grants on RFF financial reports and compliance records.

·      Manage weekly payments from RFF to grantees, contractors, and other partners on Bill.com. Manage monthly expenses and AMEX reports for staff.

·      Work with the Assistant Director of Operations, Finance & Grants to manage weekly and periodic bank transfers. 

·      Manage the day-to-day tracking of revenue and expenses for all special projects and donor advised funds (DAF) and reconcile all funds, including quarterly grants reconciliation, with the RBF accounting office and record keeping of backup documentation for all transactions.

·      Support audit and 990 preparations by working with RFF staff to provide materials needed for annual audit and tax return.

·      Working with the Senior Grants Associate, prepare quarterly financial reports for the RFF’s donor-advised funds. 

·      Serve as a liaison between RFF and its accounting partners. 

·      Schedule and attend finance planning and reporting meetings, including annual audit, tax return, and budget meetings.

·      Work with the Assistant Director of Operations, Finance & Grants to support the implementation of new financial, administrative and compliance systems that will increase organizational productivity. 

General RFF Operations, Administration and Compliance

·      Support the onboarding and departure of projects and donor advised funds to/from RFF.

·      Assist programmatic, finance, and grants staff with contract management.

·      Assist with annual business registration renewals and charitable solicitation renewals, as well as state lobbying registrations and reporting. 

·      Administer RFF Matching Gifts Program and the RFF Benefits Fund.

·      Manage institutional memberships and subscriptions.

·      Oversee RFF’s general email account and main telephone line.

Board and Committee Meetings

·      Support all preparations for RFF’s triannual board meetings and additional committee meetings. Assist with general logistics for board meetings including scheduling meetings, confirming speakers, and other plans as needed, as well as in the creation of financial reports and preparing and uploading materials to the online board book. 

·      Support Assistant Director in preparing all ongoing communications to board and committee members.

Director Support

·      Perform general administrative functions to support the Director.

·      Conduct research as needed on donors, grantees, and other issues, as needed. 

·      Help the Fund Director plan and schedule meetings with other staff and external partners, as appropriate.

Position Qualifications

Skills and Abilities

·      High level of professionalism in written and verbal communications, especially in communicating with donors, board members, and other key stakeholders.

·      Prior technical experience in financial and operations administration, including time spent in a nonprofit setting. 

·      Strong organizational skills, attention to detail, and ability to multi-task in a sometimes fast-paced environment with competing deadlines

·      Knowledge of and demonstrated proficiency in the use of office computer applications, including G-Suite applications (Slides, Docs, and Sheets) and Microsoft Word, Excel, PowerPoint, and Outlook. 

·      Sound judgment and discretion.

·      An ability to work independently and in a collaborative setting.

·      Willingness to perform other duties as assigned. 

Education, Experience and Knowledge

·      BA/BS or similar experience 

·      A minimum of 1-2 years accounting experience with nonprofit experience preferred.

·      Experience with financial/grants systems preferred, RFF primarily uses Sage Intacct, SmartSimple Grants Management System, Bill.com, QuickBooks Online, Nexonia, as well as several banking platforms. 

·      Knowledge and understanding of philanthropy/the nonprofit sector and best practices in the sector. 

·      Ability to work as part of a team, and work well with outside vendors, auditors, and financial institutions.

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

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.