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Finance Administrator position

The Summit Charitable Foundation, Inc.

Job Announcement

Finance Administrator

About The Summit Foundation

The Summit Charitable Foundation, Inc. (Summit) is a private family foundation founded in 1991 and located in Washington, DC. Summit advances its mission to create a world where people can thrive and nature can flourish by making grants in three main program areas: Equality for Women and Girls, Sustainable Cities, and the Mesoamerican Reef.

Position Summary

The Finance Administrator reports to the Chief Financial Officer and handles a wide range of responsibilities to support the finance function, ensure a professional, smooth‐running office environment, and an efficient grantmaking operation. Major responsibilities include:

 Supporting the foundation’s financial function - paying invoices, preparing journal entries, preparing reports, assisting with budgeting and responding to auditor requests.

 Supporting the foundation’s grantmaking including assisting with invitations, processing payments and generating reports.

 Overseeing third-party IT managed services, assisting staff with IT solutions, and maintaining equipment and licensing inventories.

 Managing all aspects of office administration to ensure effectiveness, efficiency, and safety.

 Supporting the CFO in administering Summit’s employee benefit plans.

Relationships

 Reports to the Chief Financial Officer.

 Works in partnership with all staff on issues related to IT, office and benefits administration.

 Supports the Director of Grants Management on issues related to grantmaking.

 Manages relationships with all vendors, service providers, and building management.

 Provides backup to the Executive Assistant related to board meeting preparation and planning.

Qualifications and Attributes

 At least 3 years of experience in Finance, Accounting, and/or Administrative Support.

 Bachelor’s degree required, accounting degree or similar course work strongly preferred.

 Proficiency in QuickBooks and Office 365, including OneDrive and SharePoint.

 Prior experience with GivingData or other grantmaking or database system and OnBoard or other board management software preferred, but not required.

 Self‐disciplined, self‐starting style, accustomed to working without supervision, yet responds well to direction; a team player.

 Ability to work well and stay centered under pressure; ability to handle more than one task at a time; outstanding attention to detail.

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 Ability to work effectively and professionally with a wide variety of people – an enthusiastic “people person”.

 Excellent written and oral communication skills.

 Commitment to Summit’s mission and vision.

Key Responsibilities

Accounting and Budgeting

 Processes approved invoices and grant payments; records invoices, payments and journal entries in the accounting system; and maintains contracts and accounting files.

 Manages staff credit card allocations and administers the expense reporting system.

 Assists with budget preparation of administrative expenses.

 Assists with annual financial audit.

Grants Management

 Supports the Director of Grants Management in grants invitation, review, and reporting processes.

 Produces preliminary financial and pipeline reports utilizing GivingData.

 Assists Director of Grants Management in providing GivingData technical support and troubleshooting assistance to staff and grantees.

 Assists in the implementation of the grants document retention schedule.

Information Technology

 Reports officewide problems and service degradations; follows up on issues and provides next steps from IT provider; oversees office system upgrades.

 Manages conference room calendars; ensures conference room audio and visual equipment are operational for meetings; and oversees maintenance of all equipment as needed.

 Oversees the office phone system, mobile phone plan, printer, tv and internet service; and coordinates with technical support team as needed.

Human Resources and Benefits Administration

 Supports CFO in the administration of employee benefit plans.

 Coordinates open enrolment annually and as needed for new hires for all Summit’s benefit plans.

 Reviews insurance options with broker as needed.

 Keeps benefit plan information and forms current and accessible.

Office Management

 Establishes administrative procedures and coordinates implementation and training with staff.

 Manages communication with building management and vendors; oversees improvements to the suite and/or furnishings and equipment; maintains office and security key inventory; implements emergency preparedness plan and AED machine maintenance.

 Maintains office and kitchen supply inventory and oversees maintenance of office equipment. Recommends vendor and service provider changes when necessary.

 Manages and updates administrative files, including management of files in SharePoint, to ensures accessibility to all staff.

 Provides backup support to the Executive Assistant for board communications and meetings.

 Responsible for meeting setup (audio visual equipment, refreshments, etc.) for staff and board meetings as needed.

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Compensation and Benefits

Salary: $80,000 – $90,000. The Summit Foundation provides health benefits and paid vacation time, has 403b and SEP IRA plans, and provides commuter benefits and a flexible spending account for health and dependent care.

Application Procedures

Qualified individuals should submit a resume and letter of interest to summit@summitfdn.org. No phone inquiries. The position will remain open until filled.

Summit is an Equal Opportunity Employer committed to a diverse and inclusive workplace. We strongly encourage individuals of all cultures, backgrounds, communities, and experiences to apply. Summit considers qualified applicants for employment without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity or expression, pregnancy, family responsibilities, political affiliation, disability, matriculation, genetic information, credit information, military/veteran status, or any other status protected by federal or District of Columbia law.