Manager of Finance and Office Administration - NYC

Job Type

Full Time



Start Date



New York
New York
United States


At Van Alen Institute, we believe design can transform cities, landscapes, and regions to improve people’s lives. We collaborate with communities, scholars, policymakers, and professionals on local and global initiatives that rigorously investigate the most pressing social, cultural, and ecological challenges of tomorrow. Building on more than a century of experience, we develop cross-disciplinary research, provocative public programs, and inventive design competitions. Learn more at


Van Alen Institute seeks a dynamic team member to lead core finance, staff and office administration activities for a growing team.

We are looking for an individual with accounting and administration precision, who also sees the creativity and potential in organizational budgets and their management. Our ideal candidate is capable of holding astute high-level financial discussions and has a knack for efficiently articulating financial complexity to fast-moving project teams. Success in this role is defined by continuous aspiration to create the best environment for all staff in support of their work, including the office environment, and the diligent execution of all organizational financial and staff administration matters.

The Manager of Finance and Office Administration reports to the Managing Director, and will supervise a partially-dedicated report.


Accounting and Finance

  • Oversee daily financial operations including: preparation of check requests and deposits, bill pay, credit card expense reporting, PayPal, merchant accounts, Click & Pledge, invoicing and receivables
  • Oversee financial record-keeping, bank statement reconciliation, revenues tracking, and deployment and tracking of grant funds
  • Stewarding the preparation of annual budgets and forecasts, along with project budgets, preparing actuals and other reports as needed
  • Process monthly payroll
  • Assist with annual audit and tax form preparation, and other annualized financial activities such as Form 990, etc.
  • Oversee meeting structure, materials preparation and agenda for internal monthly financial reporting, and quarterly reports for Board Finance Committee
  • Execute investment activities in coordination with Board Committees and advisors
  • Develop and manage contract management system to track and ensure payments
  • Support staff in preparation of budgets, tracking and strategizing
  • Financial strategizing on discrete initiatives as needed, with Board, Executive Director and Managing Director
  • Research and advise on improvements to accounting functions, and stay current with changes to non-profit financials requirements


  • Manage all aspects of staff administration: develop and strategically post job descriptions, review resumes, recommend interviewees and oversee recruitment schedule, devise and conduct orientation procedures, develop and oversee on-boarding and off-boarding protocols, administer conduct of internal performance review processes, maintain personnel files, develop, update and maintain all policies and procedures
  • Advise on organizational staffing needs, with Managing and Executive Director, and other staff as needed
  • Point person for benefits administration, and also regularly review systems and look for efficiencies in HR and benefit administration
  • Oversee administration and growth of the office intern program
  • Process staff requests for time-off, and administer holiday schedule
  • Monitor changes to law and update systems as needed
  • Research and advise on HR related matters as required


  • Maintain original legal documents: tax exemption, incorporation, etc.
  • Administer and maintain all IT needs, and periodically evaluate technology use and devise improvements, troubleshoot where needed
  • Contract management and vendor selection for office related needs
  • Organizational administration including insurance policies, registrations, etc.
  • Strategize and lead on the creation of a superior office environment from staff celebrations, to collective meals, to office design and lay-out, flexible work arrangements: stay current with emerging work practices and make recommendations for our environment


  • Effective communicator, verbally and in writing
  • Team player
  • Skilled in nonprofit management protocols
  • Flexible, organized, resourceful, and detail-oriented 
  • Proficiency in financial management software
  • Preferred: university degree or college diploma in Accounting, Commerce, or Business Management/Administration
  • Four years plus of progressive financial experience 


The position pays an annual salary of $65k - $74k, plus generous benefits, at no extra cost to employee. Contribution is required for dependents. Van Alen Institute is an equal opportunity employer. 

Professional Level

None specified

Minimum Education Required

No requirement

How To Apply

Interviews will be in late October 2018, and conducted on a rolling basis. Early application is best. Ideally, the candidate is available to start in November 2018.

No phone calls PLEASE