Finance and Administration Coordinator

Are you ready to directly impact the lives of first-generation college students and champion economic mobility for all? 

About Us

Did you know that only 21% of low income, first-generation college students in the U.S. graduate within six years? Those who do graduate have a median household income 27% lower than their peers. While there are a multitude of college access programs for high school seniors and job assistance programs for low-wage earners, there are few programs that ensure first-generation students stay in school and build the skills necessary to prepare for long-term careers. This is where America Needs You (ANY) comes in.

ANY fights for economic mobility for ambitious, first-generation college students by providing transformative mentorship and intensive career development. Founded in 2009 and headquartered in New York City, ANY expanded to New Jersey in 2012, Illinois in 2015, and California in 2016, growing from serving 50 students to nearly 600 students annually. In 2021, ANY launched FirstGenU, a new virtual program designed to help 10,000 first-generation college students navigate their careers. Visit https://americaneedsyou.org/firstgenu/  to learn more.

Position Description

Reporting directly to the CFO, the Finance and Administration Coordinator will join a tightly knit Business Operations team, be responsible for finance, technology, and administration, and interact regularly with other departments and teams nationwide as part of our vibrant hybrid culture. The Finance and Administration Coordinator will also play a key role in ensuring the day-to-day effectiveness of our organization, serving as a critical financial and administrative support. We are looking for someone with finance, operations and administration experience who is excited to grow their skill set and work a range of projects, big to small, to further ANY’s mission. The position is based in New York City, Northern, NJ or Chicago, IL and is currently hybrid, with occasional in-person attendance required at work-related event/meetings, staff retreats, and local program workshops.

We Offer:

• A warm, collaborative work environment with a rich culture of support and feedback
• A generous benefits package (health/dental insurance, 403(b), FSA, three weeks' vacation, etc.)
• Ongoing internal and external opportunities for professional development
• Connections to a large, high-powered professional network

Our Ideal Candidate:

• Is committed to ANY’s mission of supporting ambitious, first-generation college students
• Is passionate about project management and operational efficiency
• Understands the importance of maintaining confidential information

Responsibilities Include:

FInance and Accounting

• Maintain accounts payable including establishing new vendors, requesting W-9s, and tracking payment schedules         
• Manage bi-annual professional development grant funding for Fellows, which includes creating and distributing Salesforce reports in collaboration with the Programs team, and ongoing closing of cards
• Process and record funding of emergency grants for Fellows
• Support the CFO with:
• Ensuring all expenses are coded according to budgeted accounts, and uploaded on a monthly basis for external bookkeepers; ensuring associated expense receipts are collected and filed
• Ensuring all revenue line items posted to our bank are provided to the External Affairs team on a daily and monthly basis for their team to properly track and code, and working with their team to complete reconciliation between QuickBooks and Salesforce
• Preparation of monthly financial reports, budgets for funding proposals, and annual budget
• Communicating and troubleshooting budget and finance-related questions with team leads
• Collecting and updating documents for annual audit and tax filings 

Technology and Administration

• Act as the primary office administrator, supporting with items including office supplies, software, hardware, tracking inventory, managing external vendors, contracts management, and office space logistics
• Manage the virtual mailbox, virtual office phone line, all-staff shared calendar and office e-mail accounts
• In partnership with PEO provider, provide certificates of insurance for events as requested
• Work with General Counsel, CEO, and CFO to update organizational filings and documentation
• Provide administrative and operational assistance to the Business Operations team in the areas of planning and implementation of various projects, creating project management and tracking tools, conducting research, and presenting information
• Support the onboarding and offboarding of new staff members including facilitating onboarding overviews, communicating with IT provider and systems set-up and shut-down
• Liaison with external IT provider to ensure computer warranties are active, purchase new equipment as-needed, stay aware of the latest updates in technology and software to implement at ANY
• Provide administrative support for virtual all-staff meetings, including preparation of agenda and presentations, communication with facilitators, and management of Zoom call during meeting
• Coordinate organization-wide meetings, Business Operations team meetings, travel arrangements and overall organizational scheduling for the fiscal year.
• Travel arrangements include hotel reservations, notifying staff of travel logistics, tracking per diem spending, and travel via Uber/Lyft/taxi

 Other

• Adhere to confidentiality rules and all other ANY policies and procedures
• Participate in program initiatives such as occasional in-person workshops, and annual application/resume reviews and mock interviews to engage with students and volunteers 
• Additional responsibilities as determined by the CFO and organization as needed

Qualifications:

• Bachelor’s Degree with at least 1-2 years of experience supporting the finance and administrative function is required
• Demonstrated punctuality, reliability, and professionalism
• Impeccable attention to detail with comfort working with spreadsheets and conducting data analysis
• Highly organized with strong project management skills and the ability to keep track of competing demands        
• Discretion with the ability to maintain confidential employee and organizational information 
• Strong communication skills, written and verbal
• Computer Proficiency: Microsoft Office Suite (advanced proficiency with Excel); and experience and/or comfort learning and operating other systems including
• Salesforce, Monday.com, Slack, Microsoft SharePoint
• Works well alone as well as under direct supervision

To Apply

Please submit a cover letter and resume to jobs@americaneedsyou.org (subject line: Finance and Administration Coordinator – Last_Name, First_Name). Please note that your application will not be considered without a cover letter. No phone calls please.

Salary for this position is in the low $50k range, commensurate with experience.