Institutional Project Associate | Playbill

Institutional Project Associate

CATEGORY: Administrative

Advance NYC
New York, NY

Job Details


About Advance NYC

Advance NYC is a leading consulting firm dedicated to meeting the flexible, on-demand needs of nonprofits. Our team helps advance the work of mission-based organizations in the fields of development, strategic planning, general management, financial management, program design, communications, and executive leadership. Advance NYC has had the privilege of building capacity for a wide range of leading arts, education, and social service organizations. Current partnerships include Weeksville Heritage Center, Bedford Stuyvesant Restoration Corporation, Hollaback!, Pregones/Puerto Rican Traveling Theater, RISE, Soho Rep., Urban Bush Women, Ronald K. Brown/EVIDENCE, a Dance Company, and Prospect Park Alliance, among others. Additional information on our work and clients can be found on our website at

Advance NYC continuously works to incorporate and foster a diversity of perspectives and experiences on our team. We are deeply committed both to creating a welcoming and inclusive work environment for employees of all races, ethnicities, ages, gender identities, sexual orientations, socioeconomic backgrounds, and abilities; and to ensuring that our team reflects the landscape of our clients and communities we serve.

Advance NYC is committed to supporting the wellbeing of our employees. The employee workload is structured to be accomplished within a 40-hour work week, and while the occasional long day or week happens, we strive for it to be an exception and not the norm. We respect each team member’s life outside of the office and set expectations both internally and with our clients to ensure established working hours are observed. We encourage our employees to take vacation, and we build our teams so that everyone has the necessary back-up to take time off.

Advance NYC prioritizes the professional development of our employees and fosters a community of learning and growth, with the aim of promoting from within whenever possible. To achieve this, regular check-ins are scheduled between employees and Advance NYC leadership to identify each employee's professional goals and collaboratively determine areas of growth. From there, we provide opportunities that directly align with these goals and offer supportive feedback to steer ongoing professional development.

Advance NYC is currently seeking a full-time Institutional Project Associate.

This is an exciting opportunity for a passionate, motivated professional who is interested in working with and supporting a diverse portfolio of client organizations. While experience in nonprofit fundraising is ideal, we appreciate the value of myriad life and work experiences; we recognize that many paths might adequately prepare someone for this role, and we encourage anyone who believes they would be a good fit to apply.

The Institutional Project Associate works closely with the senior members of Advance NYC’s Institutional Team to provide fundraising capacity, administrative support, and best practices for our non-profit clients. The Institutional Project Associate will provide support to the team's Senior Director and Project Managers for a portfolio of approximately 4-5 clients at a time. Day-to-day responsibilities will include: managing client grant calendars using Advance NYC’s custom internal database; preparing for and participating in regular client check-ins; and liaising between clients and the internal team to ensure the smooth submission of grant applications. The successful candidate will be detail-oriented, computer savvy, able to manage multiple projects at one time, and able to work both collaboratively with the team and autonomously at times.

This is a partially remote position: while Advance NYC operates in a virtual office, this position requires in-person attendance as needed for select client meetings, internal meetings, and other related tasks in the NYC metro area. Due to COVID-19, in-person attendance has been temporarily reduced and every in-person interaction is carefully evaluated by all participating parties. Advance NYC’s office hours are generally 10AM - 6PM EST Monday-Friday with the occasional night or weekend, but we are open to exploring a more flexible schedule for the right candidate.

The responsibilities of this role include:

  • Supporting the Advance NYC Institutional Team through the full grant administration lifecycle - from prospecting through final reporting

  • Drafting and managing institutional giving correspondence, including grant proposals, reports, and funder communications

  • Maintaining Advance NYC’s proprietary internal grants management database to track all grant deadlines, reporting requirements, and other deadlines for clients

  • Maintaining electronic files for the Institutional Team, including clients’ boilerplate language, grant attachments, and historic grant documents

  • Managing all grant administration information for clients, including portal logins and point of contact information

  • Taking part in client calls, Zoom meetings, and the occasional in-person meeting (as necessary), assisting in scheduling, drafting agendas, sending action items, and communicating with clients

  • Providing administrative support, including task management for multiple Project Managers on the Institutional Team

  • Other duties as needed

A strong candidate will have some combination of the below experience and skills:

  • 1-3 years of direct non-profit experience, preferably in a fundraising or administrative role

  • Ability to communicate clearly, concisely, and professionally – both verbally and in writing – as well as strong interpersonal skills

  • Experience composing clear and compelling formal fundraising communications (funder correspondence, narrative drafts, acknowledgements, etc.)

  • Ability to efficiently manage several projects simultaneously while prioritizing and planning work activities to meet respective deadlines; strong organizational and time-management skills are key

  • Natural inclination to be proactive in task management and problem solving. The Institutional Project Associate will take ownership of projects and move them forward, while also exercising the flexibility necessary to collaborate effectively with team members and clients

  • Experience working in CRM databases such as Raiser's Edge, Salesforce, Patron Manager, and Ovationtix

  • Experience working with operational budgets, excel spreadsheets, PowerPoint/Google Slides presentations

  • The flexibility to work some nights and weekends, as needed

  • A growth mindset and a habit of curiosity

Essential for performing this role:

  • Proficiency in Microsoft Office and Google Suite

  • Ability to work fully remotely, which includes access to a phone, computer, and reliable internet

  • Ability to travel to client meetings in the NYC metro area, possibly multiple times per week (COVID-19 allowing)

The starting salary for this full-time, non-exempt (40 hour) position is $50,000 annually. Advance NYC provides generous contributions toward health and dental insurance, paid vacation time and sick time, paid holidays, 401k programs, and competitive parental and family leave. All team members are eligible for remote and flex time, to be determined on a case-by-case basis.

To Apply:
Please email your resume and a 1-page cover letter telling us more about yourself and why you are interested in the position to We will accept applications until January 31, conduct interviews early/mid February, and look to fill the position for a late February / early March start.





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