Operations Assistant (JF)

JustFund; United States; Remote; USD 45,000 - 50,000; Part time

Job summary

JustFund, a fiscally sponsored project of Proteus Fund, is hiring a part-time Operations Assistant (20 hours/week). The role emphasizes onboarding, user support, and grant‑related workflows within the portal.

You will become a subject matter expert, approve signups, troubleshoot user questions, and help with invoices, reports, and data maintenance to ensure funding activity is accurate and up to date.

Qualifications

• Be an administrative whiz able to keep our team working efficiently.
• Proficient in Windows operating systems and software, including MS Word, Excel.
• Proven ability to work effectively as part of a team.
• Proven analytical and problem solving skills.

Responsibilities

• Ensure positive onboarding for new portal users.
• Support organizations through the grant application process.
• Assist Partnership Manager with grant applications, invoicing, and reporting.
• Maintain data accuracy and respond to inquiries within 24 hours.

Skills

Administrative whiz

Team player

Analytical skills

Problem solving

Tools

Windows OS

MS Word

Excel

Job description

JustFund was developed in 2017 by a group of foundations and donors in order to move more resources, more quickly to grassroots efforts around the country. The portal creates a more unified, powerful support system that connects funders directly with grassroots organizations and supports them to move their resources quickly. Because funders are able to make faster decisions when an organization has been vetted and endorsed by a trusted colleague, the portal was built to harness the expertise and knowledge of the dozens of collaborative funds and hundreds of funders and foundations around the country. By elevating the decisions and decision‑making processes of these funds, we provide a way for funders to connect to thousands of smaller grassroots organizations that have already been vetted and endorsed. The portal also allows organizations to submit one single proposal and be seen by, and interact with, a host of funders.

JustFund is a fiscally-sponsored project of Proteus Fund and is hiring for a part-time, 20-hour/week, Operations Assistant, whose responsibilities in the organization will be to:

Ensure a positive on-boarding experience for new users

• Become a subject matter expert in how the portal operates
• Approve daily sign up requests from portal users
• Troubleshoot any questions or requests from users, such as lost passwords
• Build How-To videos and User Guides for new users

Support organizations through the grant application process

• Answer and troubleshoot questions about the application process
• Ensure organizations upload required information accurately

Support Partnership Manager with grant application management for funds

• Create and send onboarding documents and contracts, with follow up
• Send invoices and ensure they are paid in a timely manner
• Produce PDF reports and CSV reports as needed
• Distribute grant funds through Amalgamated for funds we manage, frequently update portal funding activity and review accuracy of funding reports
• Ensure grantees receive funding and acknowledge donors on the portal
• Ensure all public proposals are current and that older proposals are archived
• Run regular quality control over proposals
• Update and clean data to ensure the portal has accurate funding activity and does not have duplicative data, including user accounts
• Check and respond to all email inquiries within 24 hours or direct to appropriate staff
• Manage admin for JustFund operational technology (Google services, Asana, Slack, etc)
• Keep JustFund files and documents organized and current
• Manage all receipts and allocations, invoices, and contracts
• Organize staff and Steering Committee retreats and meetings
• Support Partnership Manager with monthly newsletters to users
• Other duties as needed

Skills and Experience

• Be an administrative whiz able to keep our team working efficiently
• Proficient in Windows operating systems and software, including MS Word, Excel
• Proven ability to work effectively as part of a team
• Proven analytical and problem solving skills

Salary and Compensation

Proteus Fund offers a competitive salary commensurate with experiences and a comprehensive, progressive benefit program to attract, retain and motivate a high-performing and dedicated workforce. Starting full-time salary will be between $45,000-50,000. This position may grow into a full-time position.

Proteus Fund is an Equal Opportunity Employer. Proteus Fund believes that one of the great strengths of the community is the rich diversity of its residents and is committed to providing equal employment opportunity for all employees and applicants regardless of race, color, religion, sex, sexual orientation, gender identity, gender expression, age, national origin, ancestry, genetic information, physical or mental handicap, whistleblower status, or any other category protected by state or federal law. Proteus Fund’s policies and practices are to reflect Proteus Fund’s commitment to nondiscrimination in all areas of employment.