Administrative Assistant (Contractor)

Overview

Greater Brookland Intergenerational Village (GBIV) is a small, hyper-local, nonprofit founded in 2020 with an annual budget of approximately $140,000. We are volunteer-driven and dedicated to building a strong, intergenerational community in the greater Brookland area of Washington, DC (Brookland, Brentwood, Langdon, Woodridge, and University Heights).

GBIV provides social, wellness, and educational programs, while coordinating volunteers to deliver practical support services such as transportation, home maintenance, and technology assistance to our members.

Position Summary

GBIV seeks a part-time Administrative Assistant (Contractor) to provide flexible operational, administrative, and grant/finance support. This is a contractor role, averaging 8-10 hours per week, with workload varying depending on the week.

Because GBIV is a small nonprofit, much of this role centers on ensuring the timely and accurate submission of grant invoices and monthly reports to the DC Department of Aging and Community Living (DACL), due by the 15th of each month for the prior month. Mid-month is therefore the busiest period.

The role is fully remote, though it is important that the contractor be able to meet virtually with the Executive Director during eastern standard time business hours. There is no physical office space or equipment provided. This is an at-will contract for October 2025 – March 2026, renewable beyond 6 months based on performance, organizational needs, and available funding.

Key Responsibilities

Financial & Non-profit Compliance

• Prepare and submit grant invoices (due by the 15th each month).
• Code and notate monthly expenses.
• Manage vendor contracts and payments.
• Generate financial statements upon request.
• Assist with preparing the 990 and other org compliance needs (i.e. Clean Hands, etc).

Grant Administration & Data Tracking

• Create, update and streamline internal data tracking systems.
• Support tracking and reporting on grant deliverables to ensure compliance.
• Enter monthly data into grantor and partner databases.
• Manage and organize GBIV’s shared folders to ensure good record keeping.

Membership & Volunteer Administration

• Review and process member applications.
• Manage and update contact lists and templates in communication databases (Mailchimp and ClubExpress).
• Maintain volunteer records, including tracking background checks, drivers insurance, etc.

Other duties as assigned.

Qualifications & Skills

• Bachelor’s degree plus 3 to 5 years of related work experience, or high school diploma with 6+ years of relevant experience.
• Strong organizational skills and attention to detail.
• Strong time management and prioritization abilities.
• Experience with client or member databases.
• Experience with data tracking, grant invoicing, and nonprofit finance.
• Able to work independently, make sound decisions, and proactively seek guidance from the ED or Board members as needed (“manage up”).
• Proficiency with G Suite (Docs, Sheets, Gmail) and other tools such as QuickBooks, Mailchimp, Canva, and Adobe Acrobat.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines independently.
• Familiarity with nonprofit compliance and reporting.
• Flexible, self-starter, and comfortable working during a period of leadership transition (GBIV has an interim ED through fall 2025, with a permanent ED expected to begin in the new year).

Contract Details

• At-will Contract.
• Average of 40 hours per month (fluctuating; busiest mid-month).
• 6 month period: October 2025 – March 2026 (with possibility of renewal).
• Compensation: $25-$30/hr, commensurate with experience and scope.
• Fully remote; occasional in-person meetings in Brookland preferred if contractor is local.
• Reports to the Executive Director.