Operations and Finance Coordinator

Job Overview

The Operations and Finance Coordinator will provide administrative and clerical support across all departments and will support specific projects and initiatives. The position requires balancing on-site office coordination with providing remote support to distributed team members. This full-time, non-exempt role reports to the Accounting Senior Manager within the Operations Department, which is responsible for ensuring that the Alliance has the people, processes, and platforms to optimize organizational health and achieve our mission.

Location and Schedule

This full-time role requires an 8-hour day and a 40-hour work week and is eligible for overtime pay. Candidates must reside in (or be willing to relocate to) the Greater Philadelphia region by the start date. Local team members are expected to follow a hybrid schedule, working on-site at our headquarters in Bala Cynwyd, PA, on Tuesdays and Wednesdays, with remote work permitted on Mondays, Thursdays, and Fridays. Occasional additional in-office days may be required.

Job Responsibilities

• Maintain, organize, and order general office supplies and equipment
• Aid with general office-related work (furniture/layout changes, making maintenance and repair requests, maintaining conference room technology and appearance, etc.)
• Provide technology support to employees (troubleshooting, equipment setup assistance)
• Receive, sort, and distribute the mail; copy, print, scan, and prepare documents
• Review, proof, and format documents as requested
• Conduct research on various topics as requested
• Enter data into Salesforce (Customer Relationship Management) and Wrike (Project Management System), and generate reports as requested
• Respond to, or forward, inquiries as appropriate
• Take meeting notes to supplement AI notes as appropriate and follow up on action items until completed
• Maintain Standard Operating Procedures (SOPs) with an updated registry of all organization procedures and guidelines, and ensure annual review and revision of all SOPs
• Events & Travel Coordination
• Aid with planning and coordination of organizational events (internal and external)
• Aid with planning and coordination of conferences attended, sponsored, or presented at by staff or invited Alliance volunteers
• Cook up travel arrangements for staff
• Finance & Bookkeeping Support
• Enter invoices into QuickBooks and schedule payments through the online bill-pay system
• Cook up expense approval workflows/fulfillment and process reimbursement requests
• Code and upload receipts for organizational credit card transactions
• Maintain accurate financial records and support month-end processes
• Other accounting duties in coordination with the Accounting Senior Manager
• Human Resources Support
• Support employee onboarding, including: preparing new hire paperwork and tracking completion, coordinating tech and equipment setup
• Support employee offboarding, including: coordinating tech and equipment returns, disabling access to relevant accounts
• Support recruitment and hiring efforts, including: conducting phone screenings, scheduling interviews, assisting with candidate correspondence, office/bistro tours
• Supporting our employee engagement efforts, including coordinating cards and gifts, and event logistics as needed

Job Qualifications

• 3+ years of experience as an Administrative and/or Executive Assistant (or equivalent role)
• Exceptional attention to detail and time-management skills
• Demonstrated ability to organize, prioritize tasks, and meet deadlines
• Excellent written and verbal communication skills
• Technologically proficient; experience with Google Workspace and/or Salesforce (or a similar CRM)
• Maintain strict confidentiality of financial and other sensitive information
• Basic office technology experience, including working with multi-function printers
• Ability to lift and/or move boxes weighing up to 20 pounds occasionally

Preferred Requirements

• Experience or strong interest in education and/or the nonprofit sector
• Experience with troubleshooting technology; both hardware and software
• Experience with accounts payable or basic bookkeeping functions
• Experience with event planning or travel coordination

Attributes We Value

• Responsible, diligent, and highly organized
• Resourceful, proactive, and flexible
• Personable, positive, and collaborative
• Passionate about our mission and reflects the Alliance’s core values and standards

Additional Requirements

• Successful completion of the pre-employment screening process (reference check, criminal background check, social media check, and education verification)
• Ability to comply with all company policies and procedures
• Understand and demonstrate safe work practices to ensure a safe work environment

Physical and Environmental Demands

• Primarily desk-based work involving sitting at a workstation
• Occasional walking, standing, or lifting/carrying up to 10 lbs
• Constant hand/finger dexterity for typing, writing, or handling objects
• Good vision and hearing are required for reading, computer work, and communication

Who We Are

The Alliance for Decision Education (the Alliance) is a national nonprofit and field builder with the mission of improving lives by empowering K-12 students with essential skills and dispositions for making better decisions. Founded in 2014 and backed by experts in decision sciences, business, and education—including several Nobel laureates—the Alliance believes that better decisions lead to better lives and a better society. As a field builder, the Alliance partners with teachers, academic and business leaders, families, and community members to raise awareness and lead the growing call to have Decision Education taught in schools across the country. The Alliance is committed to an inclusive, supportive, and collaborative culture. Our diverse team comprises educators, researchers, subject matter experts, and other professionals dedicated to our mission. We are proud to be an Equal Opportunity Employer.

What We Offer

The Alliance offers a comprehensive total rewards package, inclusive of competitive compensation. Annual Salary: $19.00–$24.00 per hour, commensurate with experience and qualifications* Benefits: Medical, dental, and vision insurance (100% employer paid) Basic life insurance and AD&D (100% employer paid) Long-term disability insurance (100% employer paid) Employee Assistance Program 401(k) retirement plan with up to a 5% employer match (100% vested) Flexible Spending Accounts (healthcare and dependent care) Up to 20 days of Paid Time Off per calendar year (prorated the first year based on hire date) Unlimited paid sick time Hybrid work schedule Paid lunch stipend while working on-site *Salary range is a good-faith estimate based on external benchmarking and industry standards, and may vary based on qualifications and experience. Benefits are subject to change at the organization’s discretion.