Operations and Finance Coordinator

Alliance for Decision Education•Bala Cynwyd, PA

23h•$19 - $24•Hybrid

About The Position

The Operations and Finance Coordinator will provide administrative and clerical support across all departments and will support specific projects and initiatives. The position requires balancing on-site office coordination with providing remote support to distributed team members. This full-time, non-exempt role reports to the Accounting Senior Manager within the Operations Department, which is responsible for ensuring that the Alliance has the people, processes, and platforms to optimize organizational health and achieve our mission.

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)
Maintain 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

Nice To Haves

Experience or strong interest in education and/or the nonprofit sector
Experience with troubleshooting technology; both hardware and software
Experience with accounts payable or basic bookkeeping functions
Experience with event planning or travel coordination

Responsibilities

Maintain, organize, and order general office supplies and equipment
Assist with general office-related work (furniture/layout changes, making maintenance and repair requests, maintaining conference room technology and appearance, etc.)
Provide technology support to employees (troubleshooting, equipment setup assistance)
Receive, sort, and distribute the mail; copy, print, scan, and prepare documents
Review, proof, and format documents as requested
Conduct research on various topics as requested
Enter data into Salesforce (Customer Relationship Management) and Wrike (Project Management System), and generate reports as requested
Respond to, or forward, inquiries as appropriate
Take meeting notes to supplement AI notes as appropriate and follow up on action items until completed
Maintain Standard Operating Procedures (SOPs) with an updated registry of all organization procedures and guidelines, and ensure annual review and revision of all SOPs
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
Coordinate travel arrangements for staff
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
Other accounting duties in coordination with the Accounting Senior Manager
Coordinate regular updating of various compliance and finance tracking schedules
Maintain contracts registry
Support employee onboarding, including: preparing new hire paperwork and tracking completion, coordinating tech and equipment setup
Support employee offboarding, including: coordinating tech and equipment returns, disabling access to relevant accounts
Support recruitment and hiring efforts, including: conducting phone screenings, scheduling interviews, assisting with candidate correspondence, office/bistro tours
Supporting our employee engagement efforts, including coordinating cards and gifts, and event logistics as needed

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