Overview
Assistant, Education Jobs in Annapolis, USA at Austin Community College
POSITION
REPORTS TO:
Vice President, Education
POSITION MANAGES: None
POSITION LOCATION: Hybrid – will require days onsite and allow telework
Wolf Trap Foundation seeks an Assistant, Education to provide administrative support to the Education Department.
DUTIES AND RESPONSIBILITIES Accounts Payable/Accounts Receivable and Budget
- Monitor and maintain Education budget; support budgeting and reforecasting procedures for Education department; maintain and provide support with budget tracking sheets and narrative documents for Education project codes. Provide support to Vice President, Education in budget management and oversight.
- Communicate with teaching artists concerning their invoice submissions, keeping a digital record of all documents. Process invoices in File Maker to ensure accuracy and receipt of fully signed contracts, and record/monitor accounts payable including invoices and reimbursements. Post payments through Financial Edge NXT system for approval.
- Process, record, and monitor accounts receivable and subsequent invoices and receipts, including credit card payments via Raiser’s Edge.
- Generate aging reports through File Maker and keep updated sponsor invoice report that is reconciled with Education records. Submit monthly to Finance Department, Vice President, Education and Chief Operating Officer.
- Process incoming checks and documents as needed; coordinate and record ACH payments from Finance.
- Manage end-of-year invoice communication with sponsors and vendors to complete accounts payable and accounts receivable prior to yearend close.
- Communicate fiscal policies and procedures with independent contractors.
Data Management
- Create reporting tools, manage the development and use of Education’s database system and serve as liaison with consultant.
- Maintain records with accurate, current, and usable information within the database system.
Contracts
- Using Docu Sign, process, track, and ensure contracts are accurate, signed, and returned with all required documentation in a timely manner for sponsor/partner and independent contractors.
- Review agreements for conformity to Department and Foundation requirements and provide oversight of contracting process across teams.
- Track purchase orders and record information in File Maker; monitor financial fulfillment of contracts.
- Draft Professional Development and Training contracts using File Maker to support Wolf Trap Institute and Community and Service programs.
- Provide ad hoc administrative and technical support for all Education programs to facilitate services.
Administrative Responsibilities
- Support Vice President, Education in preparation and coordination of Education Committee meetings; track attendance and record minutes-.
- Monitor Education’s office supply inventory and reorder as necessary.
- Respond to general Education inquiries received through main phone line or email; check and distribute Education mail.
- Maintain the Teaching Artist rosters and update as needed; maintain and update Teaching Artist Distributions Lists in Outlook.
Front Desk Coverage (Currently On Hold)
- Serve as part of a pool of support staff to provide front desk coverage; welcome and assist all visitors to the Center for Education.
- Maintain security procedures by having all visitors sign in and issue volunteer visitor badges.
- Screen, route, and respond to general phone inquiries.
- Accept packages and notify appropriate staff person or department; provide access to loading dock for deliveries.
Qualifications EDUCATION AND EXPERIENCE
- Minimum two years’ experience with processing and recording financial transactions (check requests, receipts, budgeting)
REQUIRED KNOWLEDGE,
SKILLS AND ABILITIES
- Familiarity with accounts payable and accounts receivable principles and practices
- Strong attention to detail and strong analytical skills
- Outstanding interpersonal, organizational, and multi-tasking skills
- Demonstrated ability to work independently and identify departmental needs
- Strong verbal and written communication skills
- Proficient in Microsoft Office programs and database skills
- Sensitivity and commitment to the mission of Wolf Trap Foundation for…
Title: Assistant, Education
Company: Austin Community College
Location: Annapolis, USA
Category:
