Hybrid Operations and Finance Coordinator

at Alliance for Decision Education

• Job title: Operations and Finance Coordinator
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: $19 - $24 per hour
• Degree requirement: No Education Requirement
• Location requirements: Hybrid, Bala Cynwyd, United States

About the role

• Operations and Finance Coordinator providing administrative support across departments for a nonprofit organization. Balancing on-site coordination with remote support for a distributed team.

Responsibilities

• Provide administrative and clerical support across all departments and specific projects
• Balance on-site office coordination with providing remote support to distributed team members
• Report to the Accounting Senior Manager within the Operations Department
• Maintain, organize, and order general office supplies and equipment
• Assist with general office-related work (furniture/layout changes, technology set-ups, etc.)
• Provide technology support to employees (troubleshooting, equipment setup assistance)
• Support employee onboarding and offboarding
• Copy, print, scan, and prepare documents; receive, sort, and distribute the mail
• Assist with planning and coordination of organizational events (internal and external)
• Assist with planning and coordination of conferences attended, sponsored, or presented at by staff or invited Alliance volunteers
• Communicate and collaborate with internal staff, external vendors, and stakeholders
• Coordinate travel arrangements for staff
• Take meeting notes to supplement AI notes as appropriate and follow up on action items until completed
• Enter invoices into QuickBooks and schedule payments through the online bill pay system
• Coordinate expense approval workflows/fulfillment and process reimbursement requests
• Code and upload receipts for organizational credit card transactions
• Maintain accurate financial records and support month-end processes
• Coordinate regular updating of various compliance and finance tracking schedules
• Enter data into Salesforce and Wrike, and generate reports as requested
• Review, proof, and format documents as requested
• Conduct research on various topics as requested

Requirements

• 3+ years of experience as an Administrative and/or Executive Assistant (or equivalent role)
• Exceptional attention to detail and time-management skills
• Demonstrated ability to organize, prioritize tasks, and meet deadlines
• Excellent written and verbal communication skills
• Technologically proficient; experience with Google Workspace and/or Salesforce (or a similar CRM)
• Maintains strict confidentiality of financial and other sensitive information
• Basic office technology experience, including working with multi-function printers
• Ability to lift and/or move boxes weighing up to 20 pounds occasionally

Benefits

• Medical, dental, and vision insurance (100% employer paid)
• Basic life insurance and AD&D (100% employer paid)
• Long-term disability insurance (100% employer paid)
• Employee Assistance Program
• 401(k) retirement plan with up to a 5% employer match (100% vested)
• Flexible Spending Accounts (healthcare and dependent care)
• Up to 20 days of Paid Time Off per calendar year (prorated the first year based on hire date)
• Unlimited paid sick time
• Hybrid work schedule
• Paid lunch stipend while working on-site