Description:
The Finance Associate works closely with the Executive Director and the Director, Finance and Operations providing administrative support on the annual budget, monthly and annual expenses, and tracking all sources of revenue. The Finance Associate also supports the Director, Finance and Operations on the financial aspects of grant proposals and grant reports, adhering to all Institute policies and procedures.
The ideal candidate will have demonstrated knowledge of general and non-profit accounting and budgeting, financial reporting practices, excellent interpersonal skills, experience in working with executive leadership, and a proactive work style. The successful candidate will be motivated, organized, and have a proven track record with taking initiative and completing tasks on time.
This position reports to the Executive Director and is located in the Aspen Institute’s Washington, D.C. or NYC office.
Essential Duties
- Support Executive Director, Director, and Associate Directors to prepare the annual program budget and enter the data into Planful (the Institute’s financial reporting tool).
- Support senior leadership to manage the program’s operating budget, monitor and track program and project expenditures and revenues, conduct monthly budget reconciliation, prepare monthly salary allocations, prepare financial forecasts, and monitor the health of the department’s reserve fund.
- Prepare draft expense reports and reimbursements for staff, consultants, vendors, contractors, and speakers/moderators as needed, ensuring that payments are made in a timely manner.
- Together with the Director, Finance and Operations act as the department’s liaison to the Aspen Institute’s Institute Financial Support Unit .
Contracts and Grants Support
- Draft financial reports for program funders, coordinate internal review process, and obtain necessary signatures in collaboration with the Aspen Financial Support Unit, and work in partnership with Directors/Executive Director to finalize reports for submission.
- Maintain records on the program’s funders, grantees, and contractors in collaboration with the Aspen Institute’s Aspen Financial Support Unit. Work with AGI staff to respond to funder requests for information.
- Monitor the schedule of grant reporting deadlines prepared by the Aspen Financial Support Unit and coordinate with colleagues to ensure reports are prepared and submitted on time.
- Work with the Director, Operations and Finance to manage contracts and regrants, planning and coordinating consulting contracts and grant agreements, facilitating due diligence reviews, and acting as a liaison with Aspen Institute legal department as needed.
Human Resources Support
- Work in partnership with AGI staff to create and oversee contracts with consultants, and to assure departmental compliance with all Aspen Institute policies.
- Coordinate with central services teams at the Institute; stay abreast of Institute-wide policies and practices.
- Organize program’s document archives, cloud storage, and inventory of program materials.
Knowledge, Education and Experience
- Undergraduate college degree. Ideally, with a degree in economics, accounting, business administration.
- 1 to 3 years of work experience in the charitable and/or nonprofit sector with a track record of effective financial and administrative management, and administrative support accomplishment and growth.
- Ability to develop forecasting tools and translate complex financial planning to an internal audience.
- The ability to plan, prioritize, and follow through with staff, partners, and a variety of constituencies to meet financial reporting, administrative, and event deadlines.
- Outstanding interpersonal, oral, and written communication skills.
- Experience in manipulating, analyzing, and interpreting data and communicating results to non-finance personnel.
- Ability to work both autonomously and as part of a close-knit team.
- Flexibility to adapt to changing program priorities, ability to manage multiple tasks, and willingness to pitch in where needed.
- Enthusiasm for the ongoing work of the program.
- Willingness and ability to provide staff support for multi-day events that extend beyond standard business hours.
- Competence and comfort with technology hardware and software including Outlook, Excel, PowerPoint, Salesforce, Google Docs, Zoom, et al.