Careers

Job Description:
The NASH Operations and Finance Coordinator (“Coordinator”) will work under the supervision of NASH’s Chief Operating Officer to support efficiency and effectiveness in our processes related to financial management and organizational operations. In collaboration with NASH’s accounting team and development manager, the incumbent will help ensure payments are processed in a timely fashion, inquiries are responded to, and grants are being monitored for timely reporting and spend down of funds. In addition, the Coordinator will collaborate with the NASH project manager regarding procurement policies and processes and conducting research to identify solutions to meet NASH’s needs (i.e., price comparisons for software, etc.)

Key Responsibilities:

General Operations

• Provide administrative support for NASH’s operation, including scheduling meetings, drafting and formatting documents and copy for internal and external communications, electronic filing, and basic internet research
• Contribute to the development and implementation of operational policies and procedures that improve efficiency, effectiveness, and collaboration for NASH staff, contractors, and members
• Assist in maintaining NASH’s organizational databases (including information managed in SharePoint, OneDrive, Salesforce, etc.) and other filing systems to ensure efficient access to information
• Support administrative processes for hiring and onboarding staff and contractors (e.g., advertising job descriptions, managing communications with applicants, scheduling interviews with hiring committees, etc.)
• Facilitate contract drafting (using existing templates), execution, and management, including ensuring invoices are in alignment with payment terms and deliverables are being completed
• Assist with member engagement activities by helping to organize and update contact lists, formatting and circulating agendas for relevant meetings, and taking meeting notes upon request
• As requested, conduct research related to procurement of products and services regarding comparative costs and quality

 

Finance and Grants

• Help to maintain compliance with relevant financial regulations and reporting requirements
• Collaborate with all NASH staff to ensure financial processes align with organizational goals and objectives
• Review invoices and reimbursement requests, reconcile receipts, and maintain appropriate electronic files to track accounting codes to ensure alignment with existing budgets, contracts, and policies
• Act as a liaison between the accounting team and program directors to provide information and follow up on requests for reports on grant expenditures, balances, and projected spends
• Assist in basic budget preparation and monitoring, including tracking expenses and variances against budgeted amounts
• Support fundraising and grants management by tracking reporting timelines and requirements and monitoring timely and appropriate spend down of funds
• As requested by the development manager, conduct fundraising prospect research and coordinate reporting materials
• Coordinate the timely disbursement of funds (e.g., subgrants to members, stipends, retainers, etc.) to recipients, subrecipients, and contractors in collaboration with accounting team

 

Other duties as assigned commensurate with the incumbent’s qualifications and skills

 

Minimum Qualifications and Competencies:

As no individual candidate meets every qualification, we encourage candidates who meet most of these requirements to apply:

• Bachelor’s degree
• Two or more years of experience working in a role with similar operations, finance, and/or budgeting management responsibilities (non-profit or higher education experience is a plus)
• Familiarity with common event management and/or project coordination tools (e.g., Microsoft Planner, SharePoint Lists, Asana, Smartsheet, etc.)
• Experience with accounting software (e.g., Quickbooks, Melio, etc.)
• Proficiency with the Microsoft Office Suite (Outlook, Word, PowerPoint, SharePoint, OneDrive, Teams) and Zoom
• Familiarity with customer relationship management (CRM) systems/databases (e.g., Salesforce) or experience maintaining complex contact lists for an organization or executive

Preferred Skills:

• Exceptional attention to detail
• Comfort in a dynamic and remote working environment
• Outstanding organizational and time management skills, with the ability to prioritize tasks and meet deadlines effectively
• Strong communication and interpersonal skills and a customer service-oriented approach to supporting internal and external stakeholders
• Professionalism in written and oral communications, with the ability to interact collegially with a range of coworkers, members, and partners
• Proactive attitude and initiative to identify opportunities for process improvements and efficiency enhancements
• Readiness to learn and adapt to new technologies, platforms, and digital tools
• Discretion in handling sensitive information and maintaining confidentiality

Work Location

This position is Fully Remote. At present, NASH staff work remotely across the Unites States in a variety of time zones. Employees are expected to be available for virtual meetings between 11am - 5pm ET to accommodate this geographic diversity. The individual in this position may conduct limited travel (expected no more than once per quarter) and, if required by NASH, will be reimbursed according to our travel policies.

 

Salary and Benefits

This is a full-time position the is benefits eligible. This is a full-time position that is benefits eligible. Our comprehensive benefits package includes medical, dental, vision, an employer-funded H.S.A., 7.25% retirement match once vested, and paid time off.

Salary will be commensurate with the candidate’s experience and demonstrated skill level, with an initially budgeted range of $45,000-$65,000 annually.

NASH is unable to sponsor work authorizations, therefore applicants must be legally authorized to work in the United States.

 

To Apply:

Qualified candidates should submit their materials via email to the Executive Vice President and Chief Operating Officer, Jessica Todtman, at hiring@nash.edu. For priority consideration, candidate materials should be submitted no later than June 30, 2024:

• A cover letter stating candidate interest and relevant experience
• Resume or CV
• Finalists will be asked to provide three professional references

NASH is committed to providing equal employment opportunities and believes that recruiting and developing a diverse and inclusive staff is vital to the organization’s success. We seek a rich, diverse candidate pool, and recognize that a successful candidate may sometimes come from a less traditional career trajectory. We encourage you to apply even if you don’t meet every one of our preferred qualifications.

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Key Responsibilities:

General Operations and Program Management (60%)

• Provide operational, day-to-day oversight and management of the Institute for Systems across multiple Institute projects and initiatives, including NASH Improvement Communities (NICs), data and analytics, and research
• Provide direction, strategic recommendations, and oversight to support the growth of programs, including assessment and evaluation plans to ensure program quality
• Oversee the creation of written documentation and maintenance of resources and content stored and shared via NASH’s Institute and improvement science organizational databases (including information managed in SharePoint, OneDrive, Google Workspace, etc.) and other filing systems to ensure that other NASH colleagues and NIC participants have efficient access to information
• Oversee the staff and contractors responsible for data collection and classification of NASH members system data
• Support processes to recruit, hire, and onboard additional Institute and Improvement Science staff and contractors as needed
• Provide planning and support related NASH’ ongoing data and analytics work, which involves supervising the team creating novel system-level datasets and visualizations, applying artificial intelligence methods for student advising, and designing and delivering professional development offerings for practitioners to use data to improve student outcomes.
• Identify and document program participant and staff needs, and work creatively and collaboratively with the Director and NASH Leadership to deliver and improve the Institute programs
• As requested, conduct research related to resources, tools, and processes that could be introduced to improve Institute programs
• Proactively identify opportunities to promote learning and knowledge gained to NASH membership and the broader higher education field
• Identify publication- and news-worthy outcomes and stories resulting from the Institute’s programs and partner with NASH’s communications team to share stories and promote outcomes
• Contribute to the development and implementation of operational policies and procedures that improve efficiency, effectiveness, and collaboration for the Improvement Science team staff, contractors, and cohort participants
• Ensure the quality and accuracy of public-facing messaging and publications related to the Institute’s work in alignment with NASH’s branding, including proofreading
• Represent NASH in the field including drafting, editing, and presenting on the work of the Institute at learning events, meetings, conferences, and contracted client and member engagements at the Director’s request

Oversight of Institute Finance, Subcontracts, and Grants (40%)

• Collaborate with Operations and Finance Coordinator (to be hired), Development Manager, and accounting team to maintain compliance with relevant financial regulations
• Review invoices and reimbursement requests to ensure alignment of program activities with existing budgets, contracts and grants, and NASH policies
• Ensure Institute expenses are charged to the appropriate funding sources
• Draft budgets and reports for grant-funded or subcontracted expenditures and activities, final balances, and projected spends
• Monitor operational and grant-funded or subcontracted spending, including ensuring adherence to all reporting timelines and requirements and working with Development Manager for funder approval for the reallocation and appropriate spend down of funds

 

Other duties as assigned commensurate with the incumbent’s qualifications and skills

 

Minimum Qualifications and Competencies:

As no individual candidate meets every qualification, we encourage candidates who meet most of these requirements to apply:

• Bachelor’s degree required
• Master’s degree in relevant field preferred, or three or more years of experience working in a role with similar program management and project management, responsibilities (non-profit or higher education experience is a plus)
• Excellent technology skills, particularly with Microsoft Office Suite (Outlook, Word, PowerPoint, SharePoint, OneDrive, Teams), Google Workspace, and Zoom
• Familiarity with or willingness to learn additional common tools (e.g., Microsoft Planner, SharePoint Lists, Asana, Salesforce, Smartsheet, etc.)
• Experience in personnel management or group facilitation management is preferred by not required

 

Preferred Skills:

• Exceptional attention to detail
• Ability to navigate ambiguity and identify and mitigate risks
• Comfort in a dynamic and remote working environment
• Experience working in a public higher education system context.
• Outstanding organizational and time management skills, with the ability to prioritize tasks and meet deadlines effectively
• Strong communication and interpersonal skills and a customer service-oriented approach to supporting internal and external stakeholders
• Professionalism in written and oral communications, with the ability to interact collegially with a range of coworkers, members, and partners
• Proactive attitude and initiative to identify opportunities for process improvements and efficiency enhancements
• Comfortable speaking in large groups, facilitating meetings, and delivering presentations
• Readiness to learn and adapt to new technologies, platforms, and digital tools
• Discretion in handling sensitive information and maintaining confidentiality

Work Location

This position is Fully Remote. At present, NASH staff work remotely across the Unites States in a variety of time zones. Employees are expected to be available for virtual meetings between 11am - 5pm ET to accommodate this geographic diversity.

The individual in this position will be expected to conduct some travel (approximately 2-3 times per quarter) and, if required by NASH, will be reimbursed according to our travel policies.

 

Salary and Benefits

This is a full-time position that is benefits eligible. Our comprehensive benefits package includes medical, dental, vision, an employer-funded H.S.A., 7.25% retirement match once vested, and paid time off.

Salary will be commensurate with the candidate’s experience and demonstrated skill level, with an initially budgeted range of $65,000-85,000 annually.

NASH is unable to sponsor work authorizations, therefore applicants must be legally authorized to work in the United States.

 

To Apply:

Qualified candidates should submit their materials via email to the Director of the NASH Institute for Systems Innovation and Improvement, Daniel Knox, at hiring@nash.edu. For priority consideration, candidate materials should be submitted no later than June 30, 2024:

• A cover letter stating candidate interest and relevant experience
• Resume or CV
• Finalists will be asked to provide three professional references

NASH is committed to providing equal employment opportunities and believes that recruiting and developing a diverse and inclusive staff is vital to the organization’s success. We seek a rich, diverse candidate pool, and recognize that a successful candidate may sometimes come from a less traditional career trajectory. We encourage you to apply even if you don’t meet every one of our preferred qualifications.

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