Vacancy Announcement – June 2018 

Program & Finance Assistant

Original posting: https://www.academyofdiplomacy.org/about/employment/program_finance_assistant/

The American Academy of Diplomacy (AAD) is dedicated to strengthening the resources and tools America brings to managing its diplomatic challenges. The Academy accomplishes its mission through outreach programs and panel discussions on American diplomacy, lectures, podcasts, distinguished awards, publications, and writing competitions. Through these activities, the Academy promotes an understanding of the critical importance of diplomacy to serving our nation and enhancing America’s standing in the world. The Academy is a nonpartisan, nonprofit membership organization of former U.S. senior ambassadors and high- level foreign policy officials who represent a unique wealth of talent and experience in the practice of American diplomacy.

The Academy seeks a full-time Program & Finance Assistant to provide program, financial, and administrative assistance to support the work of our small office, under the direction of the Managing Director. The Program & Finance Assistant will be an integral part of a small team and will need to be able to work effectively with the team and at times with minimal supervision. The position requires flexibility and willingness to assume varied duties and projects. Candidates with interest in American foreign policy will find this position particularly interesting.

Description of Duties

The Program & Finance Assistant will help support all the Academy’s activities, from outreach programs and events, podcast series, publications, to Committee meetings, through events preparation, communication and logistics, maintaining and expanding the use of the social media platforms (Facebook, Twitter, LinkedIn, Google, YouTube, website, etc.) and selecting, training and managing the intern. This will represent about 50% of the work.

In addition to serving in a program support role, the Program & Finance Assistant will be expected to maintain the Academy’s accounting records and ensure proper documentation of accounting files. The Program & Finance Assistant will be responsible for logging accounting records into the Academy’s online accounting system, maintaining  records for Accounts Payable and Accounts Receivable, preparing expense and reimbursement reports, preparing monthly bank account reconciliations, preparing quarterly budget reconciliations, billing and invoicing, updating and monitoring contribution schedules, ensuring accurate coding consistent with the Academy’s chart of accounts, assisting with audit preparation, maintaining compliance with the Academy’s Financial and Accounting Policies and Procedures, and be the primary liaison for billing with the Academy’s vendors. This will represent about 40% of the Assistant’s time.

Additionally, the Program/Finance Assistant will be in charge of administrative tasks for day-to-day operations of the office, communicating with members and third parties, helping in meeting preparation and note taking, filing, disposing of older documents, maintaining the member database and contact lists, ordering office supplies, and other general office support duties. This area will represent about 10% of the time.

Qualifications

• Social media and tech savvy, familiarity with online social networks is a plus

• Effective written communications skills
• Strong organizational skills, attention to detail, as well as ability to multi-task and meet deadlines
• 1yr+ experience using QuickBooks in a professional setting for accounts payable and accounts receivable entries, preparing monthly bank account reconciliations, and preparing quarterly budget reconciliations
• Proficiency in the following software programs is required: Microsoft Office Suite (particularly, Access) and Google Apps
• Web or graphic design experience required
• Experience as supervisor is a plus

Additional Resources: Download the Full Description and Duties List

Application deadline: Application window will close when position is filled

Anticipated start date for selected candidate: August 15, 2018 or sooner.

Compensation: $31,000/year, possibly slightly higher with more experience

Applicants should email a cover letter and resume to: academy@academyofdiplomacy.org with “Application for Program& Finance Assistant Position” in the subject line. No phone calls please