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The Finance & Operations Administrator provides day-to-day support for accounting, bookkeeping, grant administration, and office coordination for both UWP and PA 211. This position assists with accounts payable and receivable, maintains accurate financial records, supports grant tracking and reporting for state and federal grants, and ensures the office has the tools and systems needed to operate effectively. The role also serves as a key administrative contact for employee onboarding, benefits enrollments, and is a primary liaison with outside accounting and information technology service providers. The position interfaces with the boards of directors of both UWP and PA 211, to support board meeting logistics, minute-taking.
Job Responsibility:
Assist with accounts payable and accounts receivable, including invoice processing, payments, deposits, and tracking
Support bookkeeping activities, including data entry, account reconciliations, and maintaining organized financial records
Work with finance leadership and/or external accountant to support monthly and annual financial close processes
Maintain documentation in compliance with nonprofit and funder requirements
Play a significant role in grant administration for state, federal, and public/private contracts for services
Track grant budgets, expenditures, and reporting deadlines
Assist with financial reporting for grants and fee-for-service contracts
Maintain grant files and supporting documentation for audits and monitoring visits
Serve as office coordinator, ensuring day-to-day operational needs are met
Pack and ship PA 211 outreach materials as needed
Manage office supplies and coordinate purchasing to support staff and programs
Act as a primary liaison with the organization’s outside IT contractor, communicating technical issues and coordinating support
Maintain organized administrative records and internal systems in compliance with organizational document retention policies
Coordinate employee benefit enrollments, changes, and terminations
Serve as a point of contact for staff questions related to benefits and enrollment processes
Maintain confidential personnel and benefits documentation
Assist the UWP management team with budget development for grant applications, fee for service projects, etc.
Assist the UWP President and the Vice President of PA 211 with annual organizational budget development
Requirements:
3+ years of experience in accounting or bookkeeping required, preferably in a nonprofit environment
Familiarity with grant-funded programs, including state or federal grants, strongly preferred
Experience with accounting software and spreadsheets (Quickbooks Online a plus)
Associate’s degree or equivalent experience in accounting, business administration, or a related field preferred
Excellent organizational skills, attention to detail and commitment to accuracy
Ability to manage multiple priorities and deadlines
Comfortable working independently and collaborating with a small team
Ability to interface with multiple roles including board volunteers, management team, and prospective/ new employees