We are seeking an Operations Coordinator at AICGS who will work closely with the Director of Finance and Operations to provide day-to-day administrative support to AICGS staff and fellows. He/she processes invoices, reimbursements, and other transactions, liaises with vendors and JHU Accounts Payable, and ensures all AICGS accounts remain in good standing. He/she issues invoices to donors and tracks payments, including for the annual gala fundraising dinner. He/she writes grant budgets and prepares grant accountings for approval by the Director of Finance and Operations. In addition, the coordinator orders supplies, manages office IT systems, and ensures the smooth daily functioning of the office.
Specific Duties & Responsibilities
Payments and Accounts
Enter reimbursements, honoraria, vendor payments, transfers, and other financial transactions into QuickBooks and SAP as they occur; set up all vendors in JHU PaymentWorks system.
Process and submit any procurement statements for timely approval and payment in SAP, to include collecting receipts and invoicing for receivables as necessary.
Reconcile monthly JHU statements.
Make and record deposits to various bank accounts.
Work regularly with JHU Accounts Payable, Treasurer's Office, and other JHU staff to reconcile expense and reimbursement accounts and resolve any issues.
Train staff in using SAP/Concur to complete reimbursement requests.
Maintain records to conform to GAAP procedures.
Donations, Accounts Receivable
Create invoices for all donations, grants, and accounts receivable, to be distributed by relevant staff; follow up as needed to ensure timely payment.
Assist with financial aspects of GLAD, to include creating and sending invoices to committed donors as prospects are won; updating internal Excel document with status of paid/unpaid donors and regularly updating Director of Finance and Operations and President; coordinating with Director of Finance and Operations and President on post-event donation collection; other related tasks as needed.
Enter gifts to Neon database, Gifts Received (AICGS Excel file) as gifts occur; reconcile QuickBooks and Neon donations against Donation Prospects quarterly.
Budgets & Grants
Create budgets for proposals and new projects for approval by Director of Finance and Operations.
Review all grant requirements and ensure schedule is met for financial deliverables with Director of Finance and Operations.
Provide accountings for all grants/projects per grant specifications, and as requested by staff.
Ensure smooth operations in office, to include tracking access cards, preparing signage for new staff and fellows, maintaining office equipment, ordering supplies, other tasks as needed.
Manage and maintain all IT and office accounts and equipment (Microsoft, Google, Comcast, etc.); assist staff with troubleshooting IT issues.
Manage and maintain Neon CRM database; ensure campaign management conforms with AICGS fiscal years and campaigns; check for duplicate entries; train interns on use of system.
Handle all communication and requests with building management, acting as liaison for AICGS.
Special Knowledge, Skills, & Abilities
Excellent computer skills, including Microsoft Word and Excel; experience with SAP, Quickbooks, or other financial software preferred but not required.
Excellent organizational, communications (written/verbal), and time management skills.
Must be energetic, efficient, independent, hard-working, and reliable, with an excellent attention to detail and customer service.
Strong interpersonal skills, take initiative, demonstrate innovative thinking, and be able to establish and maintain professional relationships with colleagues and constituents.
Level of Independent Decision Making
Must regularly use sound administrative judgement and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service at AICGS.
High School Diploma or graduation equivalent.
Three years of related administrative and/or budget experience.
Related coursework at the college level may substitute for experience to extent permitted by the JHU equivalency formula.
Bachelor's Degree in a Business or International Relations-related field.
Experience working or volunteering with a nonprofit organization.
Classified Title: Budget Specialist Working Title: Operations Coordinator, AICGS
Role/Level/Range: ATO 37.5/02/OE Starting Hourly Range: Commensurate with experience Employee group: Full Time Schedule: Monday - Friday, 9am - 5:30pm Exempt Status: Non-Exempt Location: Hybrid/District of Columbia Department name: Amer Inst for Cntmpry German Stds Personnel area: Academic and Business Centers
This position must be worked from Washington, DC.
This position does not offer sponsorship.
Please refer to the job description above to see which forms of equivalency may be permitted for this position. If permitted, equivalencies will follow these guidelines:
*JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
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