The Champlin Foundation located in Cranston, RI, seeks a Finance and Administrative Manager to support the Executive Director in guiding financial and administrative policy, direction, performing grantmaking due diligence and the continued development of effective, streamlined systems.
ORGANIZATION INFORMATION:
Established in 1932, The Champlin Foundation has awarded more than $737 million in grants and continues the legacy of George Champlin and his siblings by serving as a source of help, hope, and economic growth in Rhode Island. As a private foundation and a place-based funder, it awards approximately $20 million annually, primarily for nonprofit capital projects. Operating with a lean structure — a $1.4 million budget, five FTEs and considering about 300 applications each year — it values discretion, transparency, collaboration, and an equity-minded culture.
This requires a flexible team that brings a collaborative approach. All Champlin Foundation staff members are expected to be discreet in handling confidential matters, understand the dynamics of a diverse nonprofit field, possess effective communication skills, and have a working knowledge of technology.
To learn more about the organization see The Champlin Foundation.
POSITION SUMMARY:
Reporting to the Executive Director, the Finance and Administrative Manager will be responsible for four main functions: comptroller/finance lead, HR & policy support, general operations advisor, and grantmaking due-diligence reviewer. The Finance and Administrative Manager safeguards the Foundation's compliance with private-foundation and public-charity accounting/tax rules, oversees payroll, AP, and financial statements, and — distinctively — conducts financial health assessments of nonprofit grant applicants. The role works with the Trustee on compliance, records investment activity (but has no role in investment decisions or managing the investment team), and staffs the Investment Liaison Committee.
KEY RESPONSIBILITIES AND DUTIES:
Accounting & Reporting
- Maintain GL/chart of accounts (GAAP) in QuickBooks Online; manage AP/payables via BILL.
- Run payroll and benefits for 5 employees, including quarterly SEP IRA contributions.
- Monthly reconciliations, journal entries (including summarized investment activity and supporting schedules).
- Deliver monthly financial reports with variance analysis to the Executive Director and Trustee.
- Coordinate the annual independent audit (schedules, PBC documents, management reps).
- Ensure filing of Form 990-PF and all required tax/regulatory filings; track estimated tax payments.
- Coordinate Investment Liaison Committee meetings and minutes.
Budgeting & Planning
- Lead annual budget process in collaboration with the Executive Director and team.
- Project annual grant distributions with the Investment Liaison Committee per Distribution Committee guidelines.
- Monitor budget-to-actual performance; recommend corrective action.
Policy, HR & Internal Controls
- Maintain financial policies, employee handbooks, and insurance coverage.
- Support IT policy areas: acceptable use, data retention, cybersecurity, AI use, and disaster recovery.
- Administer employee benefits with outside vendors.
- Assist with data integrity, system security, and user access controls.
Compliance
- Ensure ongoing compliance with 501(c)(3)/private foundation regulations.
- Track evolving legislation and best practices affecting foundations and grantmaking.
Grantmaking Due Diligence
A core, distinctive part of this role is assessing the financial health and regulatory standing of grant applicants.
- Confirm 501(c)(3)/tax-exempt status; check SAM.gov (or equivalent) for debarment/exclusion.
- Analyze financial statements, audits, and Form 990s for red flags (deficits, revenue concentration, declining trends, deferred liabilities).
- Evaluate liquidity, reserves, revenue diversification, debt, and expense ratios (program/management/fundraising).
- Assess cash flow and budget-to-actual capacity to manage grant funds.
- Deliver assessment summaries/ratings to the grants management team.
· Participate occasionally in site visits and applicant meetings.
General Administration
· Manage third party contracts and services as required.
· Collaborate with and provide support to other staff to support the mission and strategic objectives.
· Oversee other administrative activities as required by the Executive Director and perform related duties as needed.
QUALIFICATIONS, EXPERIENCE AND ATTRIBUTES:
The Finance and Administrative Manager will be a mature leader with at least 5+ years senior-level nonprofit/public-charity accounting & finance experience, a team player, with a collaborative and flexible style and a strong service mentality.
Required:
· Commitment to the non-profit sector and a passion for the organization’s mission is essential.
· Minimum of a bachelor’s degree (accounting/finance) or equivalent experience.
· Strong knowledge of not-for-profit Generally Accepted Accounting Principles (GAAP).
· Experience leading annual audits; Form 990 experience required, 990-PF a plus.
· Proficiency in QuickBooks Online, Excel, and BILL (or similar); MS Office.
· Strong written and verbal communication skills, with the ability to explain financial concepts clearly to grantees without dedicated finance staff.
· Ability to balance rigorous financial assessment with compassion for applicants of varying capacity.
· Highly organized, detail-oriented, able to manage multiple deadlines independently.
· Strong analytical skills.
· Initiative-taking hands-on manager, with evidence of having worked as a true business partner to the Executive Director.
· Skill in assessing, developing and implementing financial, HR, technology and administrative policies and procedures.
· Familiar and proficient with technology to ensure efficiencies.
· Comfortable traveling independently statewide for site visits (sometimes multiple per day).
Preferred:
· Knowledge of Rhode Island's nonprofit sector.
· Additional language fluency, especially Spanish.
PHYSICAL REQUIREMENTS
Primarily office-based, requiring extended sitting and frequent use of office equipment, including phone and computer. The role also requires the ability to sit and view computer screens for extended periods; walk up to one half mile; stand for extended periods; climb stairs; and tour construction sites during applicant site visits. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
APPLICATION INFORMATION
The Champlin Foundation is an equal opportunity employer and committed to serving our community.
View the full position profile.
Compensation will be commensurate with experience and qualifications. The salary range is $120,000-$135,000 annually. Benefits include a generous SEP IRA contribution after one year; family health insurance contribution; PTO and standard holidays. Anticipated start date January 2027. An offer is contingent upon successful completion of background and credit checks.
All candidates that apply before September 11, 2026, will be fully considered by the hiring committee. Candidates should submit a resume and cover letter describing their interest in this position, and salary requirements to:
Cynthia Butler, SPHR, SHRM-SCP
Butler & Associates Human Resources Consulting
