Growyourgiving
Description
The Portfolio Operations Specialist supports the investment team by maintaining operational accuracy, enhancing data quality, and facilitating communication with custodians and financial advisors. This role ensures accurate, timely, and efficient support across portfolio account opening, implementation, data integrity, and client servicing. As a key member of the portfolio operations team, the Specialist must have a strong understanding of investment workflows and a proactive, client-first mindset. The position collaborates across finance, development, and external advisory networks to assist in the execution of investment-related processes and deliver reliable services to donors and advisors.
The position is based in Kansas City, MO and reports to the Director of Financial Data & Operations. This hourly, nonexempt employee works in the office Monday – Friday but has the potential to work remotely (1-2 days a week) after a successful in‑office training period. To ensure we provide quality service to our donors, this position requires full availability during the fourth quarter (peak season) due to critical year‑end responsibilities and business deadlines. While we recognize and observe holidays, personal time off is limited to ensure successful completion of essential year‑end tasks.
Responsibilities
Responsible for managing the full lifecycle of new investment account openings and maintenance across multiple custodians, advisors, and administrative associates. This individual will collaborate with internal teams, custodians, and investment managers to ensure accurate, timely, and compliant execution of account setups to support portfolio management of donor‑advised funds. Serve as a liaison between advisors, custodians, and client service teams to ensure seamless communication regarding account paperwork and quickly identify any issues and reach a resolution. Track and manage account opening progress using internal workflow systems (SharePoint); provide regular updates to the investment operations team. Utilize the portfolio accounting system (APX) to efficiently identify portfolio information. Ensure integrity and consistency of portfolio data in the portfolio accounting system (APX). Provide clear and professional written and verbal communication to collaborate effectively with external and internal contacts. Monitor the investment team email box, retrieving and routing information to appropriate team members, logging information to appropriate tracking files, and providing support with researching questions. Crosstrain across key investment operations tasks. Serve as backup for colleagues during peak periods or staff absences. Requirements
Education & Experience:
A bachelor’s degree or equivalent and at least 2 years of experience in the nonprofit or philanthropic sector, and/or working with donor advised funds. Experience working with portfolio management/accounting systems (Advent APX) preferred. An equivalent combination of education and experience will be considered. Communication & Relationships:
Ability to build professional relationships with internal and external stakeholders and successfully communicate verbally and in writing. Demonstrated strong business acumen while maintaining confidentiality and upholding privacy standards. Technical Aptitude:
Ability to interpret an extensive variety of technical instructions and deal with several abstract and concrete variables. High technical aptitude and ability to learn new software quickly and thoroughly. Ability to read, analyze and interpret a variety of instructions and procedures; operate within current industry best practices. Must be proficient in Adobe and MS Office, with advanced knowledge of Excel (V‑Lookup, pivot tables). Financial Acumen:
Ability to apply, present, and manage within relevant financial principles and data. Ability to read, analyze and interpret a variety of instructions and procedures; operate within current industry best practices. Operational Agility:
Ability to operate in a highly collaborative environment, while able to work independently and be self‑motivated. Respond effectively to the most sensitive inquiries or complaints; work well under pressure, including identifying and quickly resolving problems. Physical Requirements
Office & Computer Work:
Ability to work regularly at a computer terminal in a fast‑paced environment with frequent interruptions. Noise & Communication:
Able to work in an office with moderate noise levels. Ability to communicate and interpret detailed information effectively. This job description is a summary of the employment‑at‑will relationship and not a contract. Not every responsibility is outlined, changes should be anticipated, and other duties will be assigned as necessary.
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Responsible for managing the full lifecycle of new investment account openings and maintenance across multiple custodians, advisors, and administrative associates. This individual will collaborate with internal teams, custodians, and investment managers to ensure accurate, timely, and compliant execution of account setups to support portfolio management of donor‑advised funds. Serve as a liaison between advisors, custodians, and client service teams to ensure seamless communication regarding account paperwork and quickly identify any issues and reach a resolution. Track and manage account opening progress using internal workflow systems (SharePoint); provide regular updates to the investment operations team. Utilize the portfolio accounting system (APX) to efficiently identify portfolio information. Ensure integrity and consistency of portfolio data in the portfolio accounting system (APX). Provide clear and professional written and verbal communication to collaborate effectively with external and internal contacts. Monitor the investment team email box, retrieving and routing information to appropriate team members, logging information to appropriate tracking files, and providing support with researching questions. Crosstrain across key investment operations tasks. Serve as backup for colleagues during peak periods or staff absences. Requirements
Education & Experience:
A bachelor’s degree or equivalent and at least 2 years of experience in the nonprofit or philanthropic sector, and/or working with donor advised funds. Experience working with portfolio management/accounting systems (Advent APX) preferred. An equivalent combination of education and experience will be considered. Communication & Relationships:
Ability to build professional relationships with internal and external stakeholders and successfully communicate verbally and in writing. Demonstrated strong business acumen while maintaining confidentiality and upholding privacy standards. Technical Aptitude:
Ability to interpret an extensive variety of technical instructions and deal with several abstract and concrete variables. High technical aptitude and ability to learn new software quickly and thoroughly. Ability to read, analyze and interpret a variety of instructions and procedures; operate within current industry best practices. Must be proficient in Adobe and MS Office, with advanced knowledge of Excel (V‑Lookup, pivot tables). Financial Acumen:
Ability to apply, present, and manage within relevant financial principles and data. Ability to read, analyze and interpret a variety of instructions and procedures; operate within current industry best practices. Operational Agility:
Ability to operate in a highly collaborative environment, while able to work independently and be self‑motivated. Respond effectively to the most sensitive inquiries or complaints; work well under pressure, including identifying and quickly resolving problems. Physical Requirements
Office & Computer Work:
Ability to work regularly at a computer terminal in a fast‑paced environment with frequent interruptions. Noise & Communication:
Able to work in an office with moderate noise levels. Ability to communicate and interpret detailed information effectively. This job description is a summary of the employment‑at‑will relationship and not a contract. Not every responsibility is outlined, changes should be anticipated, and other duties will be assigned as necessary.
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