Organization

The Leona M. and Harry B. Helmsley Charitable Trust (“Helmsley”) is a global philanthropy driven by a vision of building better futures for people by increasing access to healthcare, advancing new research and ideas, and improving the quality of everyday life. Helmsley strives to make a meaningful impact in its focus areas, matching its significant financial assets with a rigorous and results-oriented approach. Helmsley is committed to close and productive partnerships with its grantees, as well as with other funders and impact players in government, academia, and the private sector who share its interests and goals. Above all, Helmsley endeavors to be forward-thinking in every aspect of its work and will take risks that others cannot or will not take when the risk/reward trade-off warrants.

Since 2008, when Helmsley began its active grantmaking, it has committed more than $4 billion. For more information on Helmsley, please visit www.helmsleytrust.org.

Position Summary

The Knowledge Manager holds a vital position overseeing Helmsley’s data, records, and archives management. The position’s responsibility includes creating, implementing, and maintaining efficient practices for knowledge, ensuring information accessibility and accuracy across Helmsley. This role is pivotal in formulating and executing forward-thinking strategies aligning information governance with organizational goals. The goal is to maximize the strategic value of knowledge to drive impact.

From collecting and curating knowledge to its storage, retrieval, and dissemination, the Knowledge Manager is crucial in ensuring effective management and utilization of knowledge resources.

This role offers an exciting opportunity for a strategic thinker and innovative leader to shape the organization’s future knowledge landscape and transform information into a strategic asset.

Essential Duties and Responsibilities

Records Management

• Develop and implement policies and procedures to manage records throughout their lifecycle to ensure that records are appropriately captured, stored, maintained, and, when necessary, disposed of in a secure and compliant manner.
• Collaborate with departments to establish record-keeping standards and ensure compliance with internal policies and procedures.
• Work with departments, such as HR and Legal, to ensure the practical application of directives, aligning knowledge management practices with requirements and regulations.

Archives Management

• Curate and manage archival collections, preserving historical documents, artifacts, and other valuable materials.
• Implement best practices for archival preservation.
• Facilitate access to archives for internal stakeholders while maintaining confidentiality and security.

Technology Integration

• Stay abreast of technological advancements and how to leverage existing systems to enable records and archival management.
• Explore and implement innovative solutions to enhance the efficiency of knowledge management processes.

Knowledge Sharing and Training

• Promote a culture of knowledge sharing within the organization.
• Ensure data and other knowledge management assets are curated in an effective and actionable way.
• Work closely with the Grants Management department to drive the impact of grantmaking.
• Lead and convene meetings with Helmsley’s Knowledge Management Committee (representing a cross-section of staff) to seek advice, gain buy-in, and foster decision-making in shaping knowledge management strategies.
• Collaborate with IT, legal, and other departments to address cross-functional knowledge management needs.
• Facilitate training sessions on knowledge management and archival best practices for staff.
• Work with teams to identify knowledge gaps and implement knowledge transfer and retention strategies.

Helmsley-Wide Support

• Represent Helmsley (specifically Knowledge Management) in the philanthropic sector by sharing lessons and experiences with the field through writing or presenting, participating in funder gatherings, and learning from colleagues at other foundations.
• Work across Helmsley’s administrative functions (such as Finance, Investments, IT, Legal, and Communications) to enable efficient and streamlined flow of information and learning.
• Other duties as assigned.

Helmsley Collaboration and Personal Leadership

• Work collaboratively with colleagues across Helmsley to develop and support trust-wide initiatives and to advance Helmsley’s overall impact.
• A strong commitment to Helmsley’s grantmaking vision.
• An ability to lead as an individual contributor and collaboratively with other staff members.

Desired Qualifications

• Bachelor’s or advanced degree in Library and Information Science, Archival Studies, or a related field.
• At least 5 years of relevant experience.
• Proven experience in records, archives, or knowledge management.
• Background in the nonprofit or foundation sector.
• Experience with initiating a knowledge management function at an organization a plus.
• Must be organized and have strong interpersonal and communication skills.
• Must demonstrate exceptional writing and interpersonal skills.
• Attention to detail.
• Strong computer skills.
• Demonstrated ability to exercise independent judgment and initiative; to prioritize and accurately complete multiple tasks; and to work under deadlines and changing priorities.
• Experience and desire to work in a team-oriented environment.

Salary, Health, Well-being, and Living Our Mission

Helmsley is dedicated to creating stronger, healthier futures for communities in the U.S. and around the world. Our staff are subject matter experts from a range of backgrounds.
Helmsley colleagues are intelligent, creative, forward thinking, and strongly committed to working productively with our grantee partners. Each was drawn to Helmsley by the same opportunity: to help build this young organization into a leading global charitable institution that will drive meaningful and measurable positive change in lives throughout the U.S. and around the world for years to come.

Helmsley is committed to offering competitive and equitable compensation commensurate with experience. The targeted starting salary range for this position is $135,000-$145,000.

Comprehensive benefits currently offered to employees (subject to change) include:

• Employer-paid medical, dental, and vision for employees and their families
• Generous 401(k) employer contribution
• Hybrid work schedule (up to two remote days a week)
• 23 paid vacation and sick days
• 13 paid holidays
• End of year office closure
• Summer Fridays
• Tuition reimbursement
• Personal and team professional development opportunities

Application Information

To apply for this position, please submit a cover letter and resume (in Word or PDF format), via the link https://helmsleytrust.org/about/#careers-section.If a reasonable accommodation is needed to participate in the job application process, please contact HR@helmsleytrust.org.

The position is based at Helmsley’s main office in New York City. Only those selected for an interview will be contacted. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

Except for when working remotely due to the COVID-19 pandemic, the ability to work and collaborate in person with colleagues at Helmsley’s office is an essential function of this job.

The above statements are intended to describe the general nature and level of work being performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all responsibilities and activities required for the position. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Helmsley provides equal employment and promotional opportunities to all employees and applicants for employment based upon individual capabilities and qualifications without regard to race, color, religion, sex, gender identity, pregnancy, sexual orientation, age, national origin, marital status, citizenship, disability, veteran status, or any other protected characteristic as established under law.