What are the responsibilities and job description for the FINANCE AND PROGRAM ADMINISTRATOR position at Larry White Associates, Inc.?
Finance and Program Administrator
Finance and Program Administrator
International Psychotherapy Institute
Located in Bethesda, Maryland, the International Psychotherapy Institute, a post-graduate educational institute providing continuing education for mental health professionals, is seeking an experienced Executive Administrator to organize and manage its administrative operations. The Finance and Program Administrator works with the Director, faculty, digital content manager, accountant, and board of directors as necessary to provide administrative support for the institute’s training programs and courses, financial planning and accounting, promotion and outreach, and day-to-day office operations. The Executive Administrator provides staff support to the board of directors, faculty and committees across the organization to ensure the smooth operations of IPI’s training initiatives and interacts on a daily basis with students and potential registrants.
EXPERIENCE AND SKILLS
Our ideal candidate has a B.A., Master’s Degree a plus, 6 years of experience in the financial administration of educational programs, or a relevant administrative role; has demonstrated leadership and supervisory skills, has experience with QuickBooks.
Candidates must have:
· Familiarity with a variety of office technologies. Proficient in current standard office software including Microsoft Word, PowerPoint, and Excel
· Strong verbal and written communication skills and the ability to present information effectively.
· Ability to develop successful collaborative relationships at all levels within the organization.
· Experience with budgeting and tracking income and expenses
· Experience and skill in developing and implementing administrative strategies and procedures to support a variety of programs and events
· Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Pluses: Preferred Candidates will have:
· Experience in the administration of educational programs
· Familiarity with regulations, policies, and institutional practices specific to the administration of a non-profit educational institution.
· Knowledge of continuing education provider regulations, policies, guidelines, and standards.
· Meeting/Event planning experience
· Experience scheduling and implementing virtual meetings using Zoom
RESPONSIBILITIES
Financial Planning and Accounting
· Prepares annual and project budgets in coordination with Director and Treasurer.
· Assists Director with financial planning, including setting registration fees and tuition, allocation of scholarship funds
· Drafts, distributes, collects and maintains annual tuition and dues payment agreements for program students and faculty
· Responds to billing inquiries
· Primary point of contact with accounting/bookkeeping firm.
· Reports regularly to the Director and Treasurer as necessary on financial matters and pertinent financial activities involving Administrator and accounting firm.
· Provides information as needed to accountant to implement invoicing, bill payment, payroll and tax filing.
· Coordinates preparation of regular financial reports with accountant.
· Monitors revenue and expenses
· Reviews accounts receivable including Faculty dues/student tuition payment, regularly reports to the Director on payment status, follows up on overdue accounts
· Deposits checks; pays bills
Educational Programs and Courses
Continuing Education and Accreditation:
· Maintains familiarity of requirements for providing continuing education credit.
· Assists Director in review of program and event planning, publicity, and learning objectives to ensure compliance with requirements for providing continuing education credit
· Monitors training program compliance with accreditation/continuing education approval guidelines
· Prepares course evaluation forms, continuing education certificates and graduation certificates). Provides evaluation summaries or copies to Program Chairs and Director.
· Prepares and submits annual reports and supporting documentation demonstrating compliance with continuing education requirements
· Prepares or assists in the preparation of required applications for approval and re-accreditation.
· Maintains records as required.
Administrative support to training programs and courses:
· Assists Director and Faculty with implementation of programs and courses
· Schedules events and maintains organizational calendar
· Writes, edits, and plans dissemination of promotional material in coordination with Director and Digital Content Manager.
· Coordinates promotion and website registration process with Digital Content Manager
· Reviews student applications for completeness and collects supporting documentation
· Assists faculty in collecting and distributing course readings; maintains electronic file of course readings.
· Prepares decision letters and other communications to students in collaboration with Program Chairs and Director.
· Maintains student record files in accordance with the record retention policies
· Responds to inquiries from potential students
· Monitors registration, coordinates automated communication to students with the Digital Content Manger
· Schedules and assigns links for online training; monitors live online events; troubleshoots problems, as necessary.
· Contracts hotel space as necessary; prepares printed meeting materials; provides on-site logistical support.
· Maintains knowledge of secure online HIPAA-compliant conferencing platforms and how to use them (currently Zoom); provides teleconference training for faculty, students and guest speakers as necessary.
· Works with Digital Content Manager to improve automation of registration process whenever possible
Promotion and Membership
· Assists Director in planning promotion and outreach
· Coordinates schedule for email and website outreach with Digital Content Manager
· Manages Membership program
Implements member programs in coordination with member benefit vendors. Delegates routine membership tasks to the Program Assistant, including response to inquiries from potential members and current members, distributing information to members, updating member lists with vendors, managing member Zoom accounts online.
Provides support to Director, Board, and Faculty Leadership
· Coordinates administrative work with Director, staff and faculty.
· Attends monthly Faculty Steering Committee meetings: provides Administrator’s report at meeting
· Attends Board of Directors Meetings: assists Board Chair and Director in developing meeting agenda; takes Board meeting minutes; assists Chair by scheduling meetings and distributing information to Board Members; meets as necessary with Board Chairman and Director relating to Board duties
General Administrative
· Maintains licensing, insurance, technology and utility accounts and vendor contracts.
· Maintains up to date knowledge of technology; Identifies and implements technological improvements including services, software and equipment.
· Point of contact and response for general inquires and requests for the organization, monitors email, mail and telephone.
· Records: electronic and hard copy organization files. Will implement transition to digital office.
· Procurement of office equipment and supplies as necessary
· Maintains appropriate confidentiality
· Performs other work-related e.g., administrative, budgetary, logistical) duties as assigned
Salary: $90-100k – 5 days on-site.
Finance and Program Administrator
International Psychotherapy Institute
Located in Bethesda, Maryland, the International Psychotherapy Institute, a post-graduate educational institute providing continuing education for mental health professionals, is seeking an experienced Executive Administrator to organize and manage its administrative operations. The Finance and Program Administrator works with the Director, faculty, digital content manager, accountant, and board of directors as necessary to provide administrative support for the institute’s training programs and courses, financial planning and accounting, promotion and outreach, and day-to-day office operations. The Executive Administrator provides staff support to the board of directors, faculty and committees across the organization to ensure the smooth operations of IPI’s training initiatives and interacts on a daily basis with students and potential registrants.
EXPERIENCE AND SKILLS
Our ideal candidate has a B.A., Master’s Degree a plus, 6 years of experience in the financial administration of educational programs, or a relevant administrative role; has demonstrated leadership and supervisory skills, has experience with QuickBooks.
Candidates must have:
· Familiarity with a variety of office technologies. Proficient in current standard office software including Microsoft Word, PowerPoint, and Excel
· Strong verbal and written communication skills and the ability to present information effectively.
· Ability to develop successful collaborative relationships at all levels within the organization.
· Experience with budgeting and tracking income and expenses
· Experience and skill in developing and implementing administrative strategies and procedures to support a variety of programs and events
· Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Pluses: Preferred Candidates will have:
· Experience in the administration of educational programs
· Familiarity with regulations, policies, and institutional practices specific to the administration of a non-profit educational institution.
· Knowledge of continuing education provider regulations, policies, guidelines, and standards.
· Meeting/Event planning experience
· Experience scheduling and implementing virtual meetings using Zoom
RESPONSIBILITIES
Financial Planning and Accounting
· Prepares annual and project budgets in coordination with Director and Treasurer.
· Assists Director with financial planning, including setting registration fees and tuition, allocation of scholarship funds
· Drafts, distributes, collects and maintains annual tuition and dues payment agreements for program students and faculty
· Responds to billing inquiries
· Primary point of contact with accounting/bookkeeping firm.
· Reports regularly to the Director and Treasurer as necessary on financial matters and pertinent financial activities involving Administrator and accounting firm.
· Provides information as needed to accountant to implement invoicing, bill payment, payroll and tax filing.
· Coordinates preparation of regular financial reports with accountant.
· Monitors revenue and expenses
· Reviews accounts receivable including Faculty dues/student tuition payment, regularly reports to the Director on payment status, follows up on overdue accounts
· Deposits checks; pays bills
Educational Programs and Courses
Continuing Education and Accreditation:
· Maintains familiarity of requirements for providing continuing education credit.
· Assists Director in review of program and event planning, publicity, and learning objectives to ensure compliance with requirements for providing continuing education credit
· Monitors training program compliance with accreditation/continuing education approval guidelines
· Prepares course evaluation forms, continuing education certificates and graduation certificates). Provides evaluation summaries or copies to Program Chairs and Director.
· Prepares and submits annual reports and supporting documentation demonstrating compliance with continuing education requirements
· Prepares or assists in the preparation of required applications for approval and re-accreditation.
· Maintains records as required.
Administrative support to training programs and courses:
· Assists Director and Faculty with implementation of programs and courses
· Schedules events and maintains organizational calendar
· Writes, edits, and plans dissemination of promotional material in coordination with Director and Digital Content Manager.
· Coordinates promotion and website registration process with Digital Content Manager
· Reviews student applications for completeness and collects supporting documentation
· Assists faculty in collecting and distributing course readings; maintains electronic file of course readings.
· Prepares decision letters and other communications to students in collaboration with Program Chairs and Director.
· Maintains student record files in accordance with the record retention policies
· Responds to inquiries from potential students
· Monitors registration, coordinates automated communication to students with the Digital Content Manger
· Schedules and assigns links for online training; monitors live online events; troubleshoots problems, as necessary.
· Contracts hotel space as necessary; prepares printed meeting materials; provides on-site logistical support.
· Maintains knowledge of secure online HIPAA-compliant conferencing platforms and how to use them (currently Zoom); provides teleconference training for faculty, students and guest speakers as necessary.
· Works with Digital Content Manager to improve automation of registration process whenever possible
Promotion and Membership
· Assists Director in planning promotion and outreach
· Coordinates schedule for email and website outreach with Digital Content Manager
· Manages Membership program
Implements member programs in coordination with member benefit vendors. Delegates routine membership tasks to the Program Assistant, including response to inquiries from potential members and current members, distributing information to members, updating member lists with vendors, managing member Zoom accounts online.
Provides support to Director, Board, and Faculty Leadership
· Coordinates administrative work with Director, staff and faculty.
· Attends monthly Faculty Steering Committee meetings: provides Administrator’s report at meeting
· Attends Board of Directors Meetings: assists Board Chair and Director in developing meeting agenda; takes Board meeting minutes; assists Chair by scheduling meetings and distributing information to Board Members; meets as necessary with Board Chairman and Director relating to Board duties
General Administrative
· Maintains licensing, insurance, technology and utility accounts and vendor contracts.
· Maintains up to date knowledge of technology; Identifies and implements technological improvements including services, software and equipment.
· Point of contact and response for general inquires and requests for the organization, monitors email, mail and telephone.
· Records: electronic and hard copy organization files. Will implement transition to digital office.
· Procurement of office equipment and supplies as necessary
· Maintains appropriate confidentiality
· Performs other work-related e.g., administrative, budgetary, logistical) duties as assigned
Salary: $90-100k – 5 days on-site.
Salary : $90,000 - $100,000
