Program Manager, NBA Players Legacy Fund

WORK OPTION: Remote

The NBA is committed to providing a safe and healthy workplace.  To safeguard our employees and their families, our visitors, and the broader community from COVID-19, and in consideration of recommendations from health authorities and the NBA’s own advisors, any individual working onsite in our New York and New Jersey offices must be fully vaccinated against COVID-19. The NBA will discuss accommodations for individuals who cannot be vaccinated due to a medical reason or sincerely held religious belief, practice, or observance.

Group Summary:

The NBA Players Legacy Fund is a grantmaking organization, which helps retired players achieve their financial, career, and education goals. 

The Fund makes cash grants to former players who are experiencing financial hardship, seeking new career/academic opportunities, or negotiating major medical challenges, including drug or alcohol addiction. In addition to cash grants, we provide grantees with financial counseling, career development coaching, and other value-added resources. The Legacy Fund is jointly funded by the National Basketball Association (NBA) and the National Basketball Players Association (NBPA).

Position Summary:

The Program Manager plays a vital role in keeping the NBA Players Legacy Fund’s internal (i.e., across the NBA and NBPA) and external (i.e., with grantees, program partners, vendors, etc.) operations running smoothly. You’ll work closely with Accounts Payable to process grantee payments, vendor invoices, and expense reports, while ensuring all financial documentation is accurate and audit-ready. You’ll be responsible for coordinating grantee support services, including financial counseling and career development, and you’ll monitor grantees’ progress and evaluation. Additionally, you’ll manage our Resource Bank, connecting grantees to valuable programs that can further enhance their circumstances. 

You will also schedule Board meetings, maintain/evolve our CRM and data retention systems in response to evolving requirements, and serve as the go-to person for all tech-related needs and troubleshooting. From pulling data to managing receipts, you’ll provide comprehensive administrative support that keeps everything moving forward. 

The Program Manager will initially report to the Executive Director and, following a transition period, will report to the Senior Program Manager. The Manager interacts regularly with the Fund’s internal and external stakeholders, including: the Finance, IT, and Benefits teams; other NBA and NBPA departments which serve the retired player community; a four-member Board of Directors, comprised of senior NBA and NBPA executives; applicants/grantees/their families; program partners; and, vendors.
 

Major Responsibilities:

FINANCIAL OPERATIONS
Payment Processing 

• Collaborate with Accounts Payable to manage grantee payments, vendor invoices, and expense reports, ensuring timely and accurate processing.  
• Reconcile P-card and credit card statements, generate required documentation, and maintain accurate records for the annual audit.  
• Track and maintain schedules for multi-payment grants, ensuring payments are made according to the committed timelines.  
• Ensure all financial transactions are properly documented and processed in a timely manner.  
• Update finance forms to reflect changes in internal protocol.
• Upload and organize payment-related documents on the server.  

Audit  

• Work with Accounts Payable and relevant staff to reconcile grant records and prepare necessary documentation for the annual audit.  
• Identify and manage grant commitments to be cancelled or adjusted during the audit process, updating grant tracking system and CRM accordingly.

GRANTEE SUPPORT & RESOURCES
Financial Wellness & Career Development Counseling  

• Serve as the primary contact for partner organizations providing financial counseling and career development to grantees.  
• Coordinate grantee involvement, tracking progress, sessions completion, and evaluations.  
• Monitor deadlines and follow up with grantees at risk of falling behind.  
• Update template texts and capture all exchanges and grantee information in the CRM, including endorsements and evaluations.  
• Provide regular reports on usage metrics, track ROI, and provide input on annual contract deliberations. 

Resource Bank  

• Expand the Resource Bank by researching and documenting internal and external programs that can assist grantees.   
• Identify and provide referrals to external resources such as social service organizations, public assistance programs, and other funding sources.  
• Maintain and code new resources in the CRM’s Resource Bank for ongoing reference.  

TECH-RELATED NEEDS  

• Serve as the primary point of contact for IT regarding system upgrades, staff training, troubleshooting, and data/document migration.  
• Coordinate staff training and ensure smooth operation of technology systems essential for the Fund’s activities.  

SCHEDULING 

• Organize logistics for Board meetings, including calendar management, disbursement of meeting materials, and coordination of presentations.  
• Run and manage technology during meetings.  
• Arrange travel and accommodations for Fund staff.  

DOCUMENT RETENTION, CRM UPKEEP & DATA ENTRY 

• Manage the grant tracker and CRM, ensuring accurate data entry for all applications, grants, and communications.  
• Oversee the retention of electronic documents, maintaining confidentiality of sensitive information.  

ADMIN  

• Provide comprehensive administrative support for all Fund operations.  
• Manage office supplies, P-card administration, and serve as the point person for vendor relationships.  
• Perform general clerical duties, including photocopying, faxing, scanning, and mailing. 

Qualifications:

• BA Degree
• A minimum of three years of professional experience in an office administrative/support services role. Project management experience is a plus.
• Exceptional organizational and administrative skills, including the ability to set priorities effectively, and conscientiously maintain timelines in a fast-paced environment.
• Outstanding written and editorial skills. 
• A keen eye for detail and a commitment to data integrity. 
• Proven success at working remotely; strong sense of discipline and focus.
• Excellent customer service orientation and abilities, with a strict level of confidentiality/discretion. Experience supporting clients in vulnerable situations preferred. 
• Strong technology bent. Fluent in Microsoft Suite; uses Excel formulas, runs pivot tables, and develops professional quality PowerPoint decks with ease. Experienced with CRMs and databases, and quick to embrace platforms and information management systems that are new to you.
• The ability to remain flexible and responsive in late-breaking situations.
• A good sense of humor. 
• A minimum two-year commitment to the position preferred.

Salary Range: $24.04 - $26.44 Hourly 

Job Posting Title: Project 

We Consider Applicants For All Positions On The Basis Of Merit, Qualifications And Business Needs, And Without Regard To Race, Color, National Origin, Religion, Sex, Gender Identity, Age, Disability, Alienage Or Citizenship Status, Ancestry, Marital Status, Creed, Genetic Predisposition Or Carrier Status, Sexual Orientation, Veteran Status, Familial Status, Status As A Victim Of Domestic Violence Or Any Other Status Or Characteristic Protected By Applicable Federal, State, Or Local Law.