The Manager, Business Services will manage day to day operations and provide oversight for operational and administrative functions of the Philanthropic Partnership group, including gift and pledge processing, donation and financialreporting, donor advised fund administration, budgeting and financialreporting, as well as the operational aspects related to recruiting and onboarding new staff.
Specifically the Manager will:
(1) work closely with the Vice President and Directors to ensure the unit’s workflow runs effectively and efficiently;
(2) serve as the operations liaison with Pew operational departments, including Finance, Legal Affairs, Information Technology, and Facilities;
(3) work with the Vice President and Directors on human resource initiatives;
(4) manage the work of business services staff;
(5) in coordination with Pew Finance, provide oversight to develop and manage the department’s budget and ensure that all budgets are coded and managed effectively;
(5) lead the development and implementation of solutions aimed at improving the overall operation of PPG’s activities.
The position is located in the Pew’s Washington, DC office, reports to the Vice President, Philanthropic Partnerships, and will manage a team comprised of two officers and one associate.
- Thoroughly understand Pew and how it operates; develop a comprehensive knowledge of its history, culture, tradition, program, and base of financialsupport.
- Serve as the primary liaison to the Finance and Payment Services departments. Review all payment requests for accuracy, required documentation, and compliance with Pew accounting procedures.
- Oversight of all contracts for Institutional Partnerships, including PPG. Reconcile monthly contributions, monitor pledge receivables, and assist in preparations for financialaudit and 990 filing.
- Oversee the process of gift entry, facilitating timely and accurate gift receipting.
- Oversee staff review of open pledges and facilitate pledge fulfillment, working with the Vice President and Directors and produce pledge reminders for donors.
- Ensure security, accuracy, and integrity of gift, pledge, and payment data, requiring that business processes are designed to prevent/minimize incidents of bad data and that system access is provided based on job role; conduct regular data audits.
- Develop and maintain policies related to gifts and pledges on behalf of PPG.
- Manage the coordination of financialreports and legal documents for Pew’s donor-advised funds (DAFs). Collaborate with Finance and IT colleagues to ensure effective data management for Pew’s DAF program
- Collaborate closely with PPG’s Director, Data and Research Services on cross-cutting responsibilities and special projects.
- Work with the Vice President on human resource initiatives including staffing, organizational planning, employee reward initiatives, and special requests including professional development for the department.
- Serve as primary liaison with Information Technology operations for enterprise resource planning (ERP) system matters, including policy determinations and user guide preparation and distribution. Identify and approve all staff security roles and systems access. Identify and coordinate staff training requirements both within PPG and for program liaisons as relevant.
- Serve as the primary liaison with Legal Affairs. Assure compliance with all Pew policies and legal requirements, and assist Legal Affairs to communicate Pew policies to PPG staff.
- Coordinate review of all contracts and gift agreements by Finance and Legal Affairs and manage resolution of all unusual or complex issues as they arise, consulting with the Vice President and Directors as appropriate.
- Serve as primary liaison to the finance, legal, and central procurement divisions to troubleshoot and resolve contract, gift, pledge, grant, and sub-granting issues. Work to resolve conflicts and ensure a smooth process.
- Manage the business services team, including: identify and create growth opportunities for team members, coach and mentor their professional development, provide opportunities for improving their skills and technical knowledge, and provide regular feedback for individual performance.
- In coordination with Finance and PPG leadership team, develop the annual departmental budget and manage and track the budget components for Institutional Partnerships, including ensuring accurate planning and coding. Oversee the review and reconciliation of monthly spending reports.
- Lead business services for PPG and collaborate with leadership team to set department’s direction for implementing and adhering to institutional policies and compliance.
- Identify areas for operational improvement and propose solutions to the Vice President and Directors as appropriate.
- A Bachelor’s degreerequired, advanced degreepreferred.
- A minimum of eight years professional experience working in non-profit fundraising systems with increasing responsibilities.
- Minimum of two years of previous direct supervisory experiencerequired, including experience overseeing performance management process for direct reports and providing career development advice and counsel.
- Demonstrated track record of success in operations management at a complex organization serving multiple partners with competing interests
- Capacity to identify and solve problems; ability to manage multiple priorities and to organize and coordinate efforts of other team members. Ability to think proactively, take initiative and see tasks through to completion with appropriate follow-up.
- High detail orientation, particularly with numbers and data. Monitors and double-checks work and information for accuracy and quality. Excellent organizational and project management skills, with the ability to establish and implement systems and identify resources to ensure the successful completion of projects.
- Strong written (including proofreading and editing) and oral communication skills, including the ability to briefly summarize the essence of issues and the means to address them. Uses appropriate grammar in verbal or written form.
- Ability to explain complex technical challenges and strategy in non-technical language to senior management and business users; ability to draft and deliver high-level communications, including the ability to summarize initiatives and their related risks, rewards, and costs.
- Demonstrated strong research and analytical skills. Ability to investigate an issue, ask thoughtful questions and recommend possible solutions. Ability to build a logical approach to addressing problems by drawing on own knowledge and experience or by seeking other references or resources as appropriate.
- A commitment to working in a fast-paced, deadline-driven, collaborative environment with shared goals.
- A task-oriented style, with focus on achieving clear and ambitious goals. Demonstrated ability to meet multiple deadlines by maintaining a high level of organization. Able to develop and move projects forward with independence and autonomy.
- Ability to create and maintain files, recording systems, and communication protocols.
- Strong relationship and partnershiporientation. A team player with an institution-wide view. Respect for communication and coordination with colleagues. Able to build rapport and provide assistance to subordinates, peers, and superiors. Sound judgment and discretion in handling and securing confidential information, as well as the ability to conduct oneself in a highly professional manner.
- Flexibility to work as part of a team or independently to meet goals in a fast-paced, deadline-driven environment. Strong work ethic. Ability to think creatively and strategically, challenge conventional norms and try new approaches.
- Working knowledge of Microsoft Word, PowerPoint, and Excel, and the ability to learn systems/technology used at Pew, including Adobe, Salesforce, and PeopleSoft.