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Compliance Manager in Providence, Rhode Island at Plan USA
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Job Description
Position Description:
Plan International is an independent development and humanitarian nonprofit that advances children’s rights and equality for girls. We believe in the power and potential of every child, but know this is often suppressed by poverty, violence, exclusion and discrimination. And it is girls who are most affected.
Working together with children, young people, supporters and partners, we strive for a just world, tackling the root causes of challenges children face. We’re there from birth until adulthood, and we support children to prepare for and respond to crises and adversity, while particularly focusing on the experiences of girls. We drive changes in practice and policy at the local, national and global levels using our reach, expertise and knowledge.
With more than 85 years of experience, we work to transform lives in over 80 countries.
Plan International USA is fully committed to the safeguarding of all children and young people from all forms of violence.
We won’t stop until we are all equal.
The Compliance Manager manages core compliance operations for Plan International USA, including regulatory filing coordination, policy and template management, records retention, data privacy operations, charity accountability profiles, compliance review of public-facing materials, incident tracking, and related compliance processes. The role serves as a central coordinator and point of reference for internal teams, external paralegal support, and selected external accountability platforms, helping the organization meet legal, ethical, privacy, safeguarding, and nonprofit accountability obligations in a practical and staff-friendly way.
Essential Functions:
Compliance Coordination and Assistance
- Serve as the primary point of contact for staff on general compliance inquiries and requests, answering relevant questions and utilizing own judgment to escalate others or leadership or internal/external counsel as required.
- Serve as the primary point of contact for the regulatory email inbox, including regular monitoring of incoming messages and spam for donor privacy, opt-out, mailing, email, and communication preference requests.
- Serve as primary contact for, and ensure timely payment of, team’s compliance vendors (national registered agent, preparers, external counsel, etc).
- Provides advice and expertise to business areas and support functions in their implementation and ongoing execution of activities, including facilitating the implementation of US government compliance requirements across US government awards, in order to mitigate legal and compliance problems
- Serves as compliance reviewer on PageProof to ensure marketing materials are compliant, truthful, and children are represented with dignity.
Regulatory Filings and Charitable Registration Operations
- Manage the regulatory filings process for charitable solicitation registrations and renewals, state and D.C. charitable filing requirements, authority to conduct business, registered agent matters, sales tax exemption certificates, and charitable gift annuity renewals.
- Coordinate with the external paralegal who prepares the filings by gathering required inputs, financial and program information, signatures, notarizations, attachments, and approvals from internal stakeholders, and by serving as the day-to-day point of reference for questions and follow-up.
- Track regulatory developments and nonprofit compliance updates relevant to charitable solicitation, corporate registrations, charitable gift annuities, and other filing obligations, and flag important developments or issues to legal leadership.
Policy Management, Intranet Content, and Templates
- Maintain the policy review process, including tracking the policy revision calendar, identifying policies due for review, coordinating with policy owners, creating working copies for review, managing version control, and tracking revisions in revision logs.
- Coordinate policy review and approval processes consistent with the Policy on Policy Development, including routing updates for Executive Team, Board, youth, DEI, or other review when required by the nature of the update.
- Publish finalized policies in the appropriate staff-facing locations and update the PlanWay Policies page or other intranet locations so staff have access to current policy links and information.
- Manage staff-facing policy communications when policies are new or materially changed, including helping prepare communications for PlanWay, all-staff meetings, or new hire orientation in coordination with People & Culture.
- Maintain compliance-related content on the team’s intranet site, including adding, removing, and updating templates, forms, checklists, and guidance materials as requested so staff can access current tools and use the correct versions.
- Develop, review, and periodically update compliance policies, procedures, templates, and practical tools to fill gaps, prevent and detect misconduct, support consistent staff practice, and promote an organizational culture of ethical and compliant behavior.
Records Retention and Data Privacy
- Manage the annual document retention and destruction process for teams, including distributing current retention schedules, sending reminders, and tracking completion.
- At the direction of legal leadership, maintain and strengthen the data flow inventory process, including coordinating with IT and department owners to keep system, data owner, and data flow information current and useful for privacy compliance and organizational risk management.
Charity Accountability and Public Profile Maintenance
- Maintain and periodically update Plan International USA’s Charity Navigator profile
- Maintain and periodically update the Candid/GuideStar profile
- Support annual BBB license renewal and bi-annual BBB Wise Giving Alliance questionnaire processes
- Monitor GreatNonprofits to ensure key organizational information is accurate and to identify reviews or issues requiring internal attention.
Incident Tracking and Reporting
- Assess incident risk levels and assist legal leadership in identifying whether incidents require escalation, internal management, Global Hub notification, or reporting to the Board Audit Committee.
- Coordinate quarterly reporting of medium-high or higher risk incidents to the Board Audit Committee, as appropriate and under the direction of legal and compliance leadership.
Skills and Competencies:
- Reputation for integrity, sound judgment, discretion, and commitment to confidentiality, including handling privileged, proprietary, confidential, financial, donor, staff, safeguarding, and other sensitive information.
- Strong project management and organizational skills, with the ability to plan recurring compliance processes, manage multiple deadlines, maintain accurate trackers, and follow through from start to finish.
- Excellent attention to detail and process orientation, with the ability to identify inconsistencies, keep filing calendars and records current, and improve procedures over time.
- Excellent written and oral communication skills, including the ability to explain legal, regulatory, policy, privacy, safeguarding, and compliance requirements clearly and practically to staff across functions.
- Strong interpersonal and diplomatic skills, with the ability to work effectively with colleagues at all levels, coordinate cross-functional processes, and manage external paralegal and accountability platform interactions professionally.
- Problem-solving skills, good judgment, and resourcefulness in troubleshooting regulatory filing, policy, privacy, incident tracking, intranet, template, and charity accountability issues.
- Ability to work independently, take initiative, and manage responsibilities with minimal supervision while knowing when to escalate issues.
- Comfort working with Microsoft Office and collaboration tools, including Word, Excel, PowerPoint, SharePoint, Teams, intranet pages, and online portals or dashboards.
- Cultural sensitivity and ability to work effectively in a mission-driven, internationally connected organization.
Education and Experience:
- Bachelor’s degree or equivalent combination of education and relevant experience required; paralegal, compliance, nonprofit management, legal operations, privacy, risk management, or related training preferred.
- Prior experience in compliance operations, regulatory filings, legal operations, nonprofit administration, records management, privacy, safeguarding, charity accountability, or a related function preferred.
- Experience coordinating recurring processes, maintaining trackers and calendars, preparing reports, gathering cross-functional inputs, and working with external service providers strongly preferred.
- Knowledge of nonprofit compliance, charitable solicitation registrations and renewals, charitable gift annuities, charity accountability standards, records retention, data privacy, safeguarding, or incident reporting is a plus.
Other Duties
This job description does not contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time.
Plan International USA offers a comprehensive total compensation package inclusive of health benefits, paid time off (PTO), sick leave, and retirement plan contributions. We take several factors into account when determining salary offers, including candidate qualifications and experience, and internal equity. The target range for this position is between $76,079 - $98,903 annually.
We hire in the following states: Arizona, Colorado, Connecticut, Florida, Georgia, Illinois, Indiana, Kansas, Maryland, Massachusetts, Minnesota, North Carolina, Ohio, Pennsylvania, Rhode Island, Tennessee, Texas, Vermont, Virginia, and the District of Columbia.
Candidates located in the Washington, DC, and Rhode Island metro regions will be given preference.
Plan follows all laws associated with the EEOC.