Job Description
Title: Finance and Administrative Support Specialist
Reports to: Executive Director
Classification: Non-Exempt, Part-Time (Varies, average 10-15 hours per week)
Compensation: $18–$25 per hour, commensurate with experience
Location: Remote (U.S. based)
About the CHARGE Syndrome Foundation
The CHARGE Syndrome Foundation is a nonprofit organization committed to improving the lives of individuals with CHARGE syndrome through outreach, education, and research. We are a small but passionate team working collaboratively to support our community.
Position Summary
The Finance and Administrative Specialist will manage the Foundation’s day-to-day financial record-keeping and reporting, while also providing administrative assistance to the Executive Director. The balance between bookkeeping functions and administrative support tasks will vary throughout the year depending on project assignments and seasonal priorities. This is a critical role for maintaining the financial health of the organization and supporting its leadership team in achieving operational excellence.
Key Responsibilities
Bookkeeping
- Record and categorize all financial transactions in QuickBooks Online (QBO).
- Maintain accurate records of revenue, expenses, grants, donations, and event proceeds.
- Reconcile bank accounts, credit card accounts, and donor management systems monthly.
- Prepare monthly, quarterly, and annual financial reports for the Executive Director and Board of Directors.
- Assist with the preparation of program budgets, annual budgets, and forecasts.
- Support annual audit or financial review processes by preparing requested documentation.
- Manage accounts payable and receivable, including processing invoices, issuing payments, and generating invoices as needed.
- Track program awards, process disbursements, and assist in all program reporting.
- Assist with tracking restricted and unrestricted funds according to donor intent and grant requirements.
- Monitor compliance with the Foundation’s Financial Policies and Procedures.
- Maintain secure and organized digital filing systems for financial documents.
Administrative Support
- Assist the Executive Director with scheduling meetings, preparing agendas, and taking meeting minutes.
- Support donor acknowledgment processes.
- Coordinate with partnering agencies, vendors, and service providers as needed.
- Assist with general correspondence, data entry, and project management tasks.
- Coordinate in-person and virtual meetings — including board meetings, committee meetings, and webinars — by managing Microsoft Teams and Zoom logistics, scheduling, and sending timely reminders.
- Monitor and manage organizational email inboxes, respond to routine inquiries, flag urgent items, and ensure timely follow-up.
- Other administrative tasks as assigned to support the efficient operation of the Foundation.
Qualifications
- Minimum 3 years of bookkeeping experience, preferably in a nonprofit organization.
- Proficiency with QuickBooks Online (required).
- Strong understanding of nonprofit accounting principles (e.g., tracking restricted funds, fund accounting).
- Familiarity with donor management systems (such as Bloomerang, Little Green Light, or similar) is a plus.
- Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook) and/or Google Workspace.
- Highly organized, detail-oriented, and able to manage multiple priorities.
- Excellent written and verbal communication skills.
- Ability to work independently, meet deadlines, and maintain confidentiality.
- Positive, proactive attitude and strong problem-solving skills.
- High-speed internet and a remote workspace conducive to professional work.
Work Environment
- This is a fully remote position with flexible hours; availability during standard Central or Eastern Time business hours may be necessary for meetings.
- Minimal travel may be requested for occasional in-person conferences (optional based on candidate availability).
Compensation and Benefits
- Hourly rate based on experience.
How to Apply
Please submit a resume and a brief cover letter describing your relevant experience and interest in the role to [email protected].
Applications will be reviewed on a rolling basis until the position is filled.
The CHARGE Syndrome Foundation is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
