Administrative Coordinator, Financial Activities - YouthBuild International
May 4, 2018
Full Time - Entry Level
Administrative, Clerical, Support Services
4 Year Degree
This is a full-time non-exempt position reporting to the Associate Director of Special Projects at YouthBuild International. The Administrative Coordinator’s role is to manage the financial administrative responsibilities for the team; develop effective systems as appropriate; and to accurately process vouchers, invoices, and other financial documents as requested. The Coordinator also provides administrative support to the YouthBuild International team with individual expense reconciliations (MOPs/MCCs). The candidate should be able to evaluate existing systems and processes and to make them more effective. The position requires meticulous attention to detail and excellent quantitative skills.
The candidate needs to be highly productive, efficient, reliable and able to maintain a sense of humor in a fluid, fast-paced and deadline-oriented environment.
Financial Administration (70 %)
Serves as liaison to the YouthBuild fiscal department and helps coordinate and streamline processes.
Organizes and processes vouchers, invoices, expense reports, cash advances and other financial documents for submission to the Fiscal Department.
Coordinates schedule of wire transfers with the fiscal department to consultants, partner organizations, and vendors; and notifies respective parties when wire transfers are released.
Coaches consultants in the reimbursement and reconciliation process.
Provides support to Program Directors to generate and execute contracts with consultants, vendors and partner organizations.
Onboards new consultants and manages consultant directory.
Manages communications with consultants and staff regarding their contracts, invoices, and expense reports.
Develops and maintains both new and existing systems, such as reporting system to funders, and updating the consultant orientation package etc.
In coordination with the Operations Manager, maintains up to date tracking of all grant reporting deadlines; issue program and financial reporting deadline reminders to Grantees and Program Directors.
Administration (30 %)
Assists with BTA review and reconciliation support to the Fiscal Department.
Assists with Annual Travel Insurance renewal.
Oversees various annual certifications for staff, consultants and USG sub-awardees.
Learns and manages all technology systems in order to use them efficiently and provides ongoing guidance to the YBI team.
Supports staff and consultants in arranging travel related logistics.
Provides general administrative support- copying, filing, data entry, and scheduling meetings.
A Bachelor’s degree or the equivalent.
Multilingual preferred, fluency in Spanish is a plus.
At least 3 years of experience in Financial Management and Administration.
SKILLS AND EXPERIENCE
Experience working in a multi-cultural community; being respectful of various points of view.
Accuracy and attention to detail and follow-through; facility working with numbers.
Ability to prioritize assignments, manage a large volume of work, and meet deadlines.
Excellent organizational skills.
Ability to function under time pressure, work quickly and multi-task.
Ability to be flexible, responsive, take initiative, and close the loop on all communications and projects.
Excellent internet and computer skills, particularly in Microsoft Office Products including Excel, PowerPoint, and Word; advanced excel skills preferred.
Excellent written/oral communication skills.
Excellent customer service and interpersonal skills with internal and external stakeholders and facility in developing positive, respectful working relationships with staff across the organization.
Good judgment, discretion, and confidentiality.
Self-starter with good attitude for consistent follow-up and follow through.
Sincere interest in the mission.
Please submit your resume and cover letter by Friday, May 18, 2018.
About YouthBuild USA
The mission of YouthBuild USA and YouthBuild International is to unleash the intelligence and positive energy of low-income young people to rebuild their communities and their lives.We seek to join with others to help build a movement toward a more just society in which respect, love, responsibility, and cooperation are the dominant unifying values, and sufficient opportunities are available for all people in all communities to fulfill their own potential and contribute to the well-being of others.YouthBuild USA is an Equal Opportunity Employer M/F/Disabled/Vets.