Coordinator, Finance

The National Park Foundation•Washington, DC

18h•Onsite

About The Position

Reporting to the Chief Financial Officer (CFO), the Coordinator, Finance provides primary administrative support to the CFO and supports the activities of the Finance department. The Coordinator, Finance must be solutions-oriented and enjoy working within a fast-paced, entrepreneurial environment that is mission-driven, results-focused and community oriented. The ideal candidate will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Coordinator, Finance, must be able to work under pressure and handle a wide variety of activities and confidential matters with discretion.

Requirements

Strong communication skills, oral and written.
Understanding and appreciation for NPF’s mission.
Technologically savvy; skilled with MS Office Suite including Excel, Word, SharePoint, and PowerPoint.
Experience with MS Outlook should include managing calendars and contacts as a delegate.
Familiarity with financial software and databases a plus.
Attention to detail and ability to accurately prepare and proof materials, calendars, and correspondence.
Highly resourceful team-player with the ability to be effective independently.
Ability to maintain composure under pressure and balance multiple projects.
Self-motivated, flexible, and organized.
Ability to develop strong working relationships with internal constituents, as well as external constituents, including Board members and their assistants, and staff from National Park Service and Department of Interior.
Comfortable with ambiguity.
Open to constructive criticism and continual improvement.
Strict adherence to ethical and confidentiality guidelines

Nice To Haves

Bachelor’s degree or equivalent combination of education and relevant experience.
2+ years of experience providing administrative or executive support, including complex calendar management and meeting coordination.
Experience supporting finance operations, such as expense reimbursements, credit card reconciliations, invoice/payment processing, purchase authorizations, and related documentation.
Experience supporting budget cycles (annual planning, reforecasts, and budget tracking), including compiling inputs and maintaining budget files preferred.
Project management experience preferred, including coordinating timelines, tracking action items, and supporting cross-functional stakeholders.
Proficiency with Microsoft Office (Excel, Word, PowerPoint) and Outlook (calendar/contacts as a delegate); experience with SharePoint and Concur (or similar expense system) preferred.

Responsibilities

Manage the CFO’s calendar, including scheduling meetings, coordinating logistics (rooms, conference links), sending confirmations, and proactively resolving conflicts.
Prepare the CFO for meetings by assembling and delivering required materials (agendas, briefings, leave-behinds) for in-office, remote, and travel contexts.
Coordinate and manage travel arrangements for the CFO, including dynamic itineraries, flights, ground transportation, and lodging.
Serve as a communications liaison for the CFO by supporting smooth coordination and information flow between Finance, IT and other departments; track and follow up on upcoming commitments.
Coordinate the intake, review routing, approval, and signature process for documents submitted to the CFO; communicate status updates to staff.
Complete administrative transactions for the CFO and Finance department, including timesheets, expense reimbursements, and related documentation.
Process incoming and outgoing mail for the Finance department and provide general administrative support as needed.
Support the Finance department with special projects and meeting coordination, including logistics and follow-up actions.
Maintain Finance department tracking tools (project tracker and KPI tracker) and ensure information is current and accurate.
Process expense and invoice activities, including: (1) credit card reconciliations and CFO expense reimbursements (Concur); (2) check requests, purchase authorizations, and PCARD requests; (3) contract processing for the Finance department; and (4) invoice and payment processing.
Support budgeting activities for the Finance department, including compiling and organizing budget inputs, tracking updates, and preparing materials to support budget reviews.
Manage the day-to-day calendar of the CFO; schedule meetings involving the CFO and other leaders in the department; coordinate all necessary arrangements including meeting rooms, conference lines/links, and confirmations.
Proactively address scheduling conflicts.
Ensure that the CFO has the materials necessary for all meetings while in the office, working remotely, and on travel including agendas, briefings and leave behinds.
Manage all details of the CFO’s travel arrangements including complex, dynamic itineraries, flights, ground transportation, and hotels.
In partnership with the CFO, provide a bridge for smooth communication between the other departments.
Work closely and effectively with the CFO to keep them well informed of upcoming commitments and responsibilities, following up as appropriate.
Coordinate the review, approval and signature of documents submitted to the CFO; actively communicate with staff on the status of their requests.
Handle other administrative tasks for the CFO including timesheets, expense reimbursements, etc.
Process incoming and outgoing mail for the Finance department.
Assist the Finance department with special projects and meetings as needed.
Maintain Finance department project tracker and KPI tracker.
Accurately and expeditiously complete credit card reconciliations and expense reimbursements for the CFO (using Concur).
Complete check requests, purchase authorizations, PCARD requests and process contracts for the Finance department.
Process invoices and payments submitted to the Finance Department.