A mid-sized Pittsburgh based philanthropic foundation seeks an Administration Manager. The Administration Manager is responsible for facilitating the day-to-day bookkeeping and administrative tasks imperative to achieve the smooth operation of the foundation.
NOTE: This job description is not designed to be a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time during the course of employment based on the needs of the Foundation.
Part-time – 25-28 hours per week
Accounting and Data Entry
- Enters banking transactions into accounting software and maintains the general ledger.
- Reconciles bank accounts - verifies that all deposits and checks are classified and recorded correctly.
- Invoices – receives mail, records accounts payable, obtains proper approvals and processes checks.
- Reconciles credit cards and keeps track of employee expenses and reimbursements.
- Performs general accounting and other related duties in the accounting department.
- Assists in the preparation of periodic (monthly/quarterly) financial reports and excel spreadsheets.
Grantmaking and Administrative
- Records and processes grants, both general and discretionary grants.
- Enters grant/grantee information into grantmaking database.
- Prepares and updates grant reports as assigned.
- Maintains vehicle files, ensures registration and insurance requirements are met.
- Collects and manages receipts for credit cards and processes reimbursements for employee expenditures, including mileage reimbursements.
- Communicates as necessary with outside vendors and contractors (ex. copier, insurance, fax, etc), including repairs and maintenance and leases.
- Manages sales tax exemption with vendors.
- Serves as the liaison between Eden Hall Foundation and building management.
- Maintains office supplies inventory, including anticipating needed supplies, placing supply orders, verifying receipt of orders placed and organizing supplies through the office.
- Performs other related duties as assigned.
- Strong organizational skills and experience in providing administrative support, with an emphasis on attention to detail.
- Proficiency in Microsoft Office Suite, and ability to learn new database and accounting software/programs.
- Able to work independently, as well as work effectively and respectfully within a team.
- Ability to maintain professional boundaries and confidentiality at all times.
- Excellent written and verbal communication skills.
- Able to prioritize workload according to existing schedules and deadlines.
- Must be self-motivated, flexible, and be able to manage multiple tasks.
This position reports directly to the Finance Officer.
- High school diploma or GED, with experience (Associate’s degree preferred)
- Experience and knowledge of nonprofit organizations preferred
Commensurate with experience.
- Health Care – Employer’s share of costs will be prorated based on monthly hours worked (ex. 20 hours would equate to 50% health care coverage).
- Dental and vision options.
- 401(k) Retirement Plan.
- Vacation and sick days, prorated based on monthly hours worked.
Send resume and references to: firstname.lastname@example.org