Finance and Administration Coordinator

Location: Washington, D.C.
Supervisor: Senior Vice President of Finance and Administration/CFO

Position Description

This position provides assistance to the Senior Vice President of Finance and Administration/CFO (SVP), both administratively and programmatically.  This position includes a wide variety of responsibilities, including serving as the SVP’s liaison to staff and performing other duties as assigned.  S/he must develop a working knowledge of the organization in order to assist the SVP with financial oversight of programs, implementation of budgets, and ensuring compliance with established procedures and schedules.

Essential Duties and Responsibilities

• Provide general administrative support: sort/route mail and process all correspondence; supply word processing and computer support;  draft letters/short reports and provide editorial and proofreading support; maintain SVP's calendar and coordinate scheduling; fax and photocopy as needed; maintain files and office systems; distribute communications to other personnel; research, coordinate and book travel for the SVP; process forms for expenses, invoices, time sheets, check requests, expense reports and other matters as needed for the SVP and follow up as appropriate.
• Provide specific administrative support: work with SVP on compiling and distributing information for Board and Committee meetings, monthly financial reporting, annual audit and tax filings, annual pension plan reporting and financial statement audit; assist with state solicitation registrations, annual renewals and financial reports; maintain in-house state registration filings and ensure that consultants filing state registrations have all up to date documents; assist Coordinator of Marketing with Earthshare workplace giving registrations.
• Assist SVP in developing and implementing procedures for monitoring the compliance of financial and administrative procedures/policies for the organization
• Assist with external and internal communications, serving at the SVP's request as liaison to Defenders’ staff, NGOs, the media, agencies, etc.
• Assist with Finance and Facilities questions and answers and direct employees to the proper staff member within supported departments; update user guides for supported departments and release to all staff; schedule and support all staff informational meetings using appropriate web-based/conference software system for supported departments; act as back up to Facilities staff for bank check runs; attend monthly Coordinator meetings held by Facilities Director.
• Provide support to SVP with Finance, Facilities, and IT issues, as assigned by SVP
• Coordinate preparation of the Finance and Administrative reports to the Board of Directors; attend Audit Committee, Finance Committee, and Investment Committee meetings and record minutes for the Chairs to review and approve.
• Assist with research requests by the SVP through internet research, culling documents, conducting telephone interviews; follow all applicable administrative procedures, including the timely submission of forms.
• Perform all other related duties as assigned.

Facilities and Administration Management Duties and Responsibilities:

• Invoice processing: Review all incoming invoices, code and submit them for approval. Research all questionable expenditures. Track spending against the budget and prepare month variance report after receiving the BTAs from accounting.
• Administer transportation benefits (SmarTrip, Metrocheks, and parking).  Order transportation benefits by the 15th day of each month through WMATA online system. Track and monitor all change requests by staff and distribute Metrocheks on the first day of each month.
• Datawatch Security System administration: Issue, program, and monitor all DOW security cards in the Datawatch online system
• Serve as liaison between staff and the Facilities and Administration team. Coordinate and monitor all requests received on #Facilities and the Helpdesk System to ensure that all requests are completed in a timely manner.
• Provide back-up support to the Office Services Manager for outgoing mail, supply ordering (office and kitchen), maintaining storage room inventory, and copier maintenance
• Provide relief for receptionist during breaks, lunch break, vacations, and absences
• Send out Absent Staff list when receptionist on leave
• Assist in the coordination of staff moves. Serve as primary point of contact for Facilities staff, IT staff, and internal employees during all moves
• Work on Special Projects as assigned by Director of Facilities
• Perform all other related duties as assigned.

Qualifications

Education:  Bachelor’s degree (B.A./B.S.) or equivalent in related discipline preferred

Experience:  1+ years of administrative experience, preferably in a non-profit organization

An equivalent combination of education and experience may be accepted as a satisfactory substitute for the specific education and experience listed above.

Other Qualifications:

• Strong organizational and office skills
• Advanced word processing and computer skills
• Excellent verbal and written communications skills
• Some familiarity with non-profit accounting, development, state solicitation registrations, and/or lobbying requirements is highly desirable
• Ability to exercise sound judgment with attention to details and ability to quickly learn the basics of multiple program areas
• Ability to work well under pressure and tight deadlines while balancing competing assignments
• Ability to work collaboratively as a member of a customer service-minded department in serving the needs of a dynamic and growing organization
• Must be able to handle sensitive and confidential matters with discretion
• Ability to work professionally with people at all levels of the organization

How To Apply

Interested applicants please reference Finance and Administration Coordinator in your subject line and submit a letter of interest, along with your resume and salary history (must be included to be considered) to us via e-mail at: HR@defenders.org

It is the policy of Defenders of Wildlife to provide equal employment opportunity to all qualified individuals without regard to their race, color, religion, national origin, sex, age, disability, or any other characteristic protected by law, in all personnel actions.