Careers at the Aspen Institute
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Aspen Institute employees come from a wide range of backgrounds and possess a unique blend of education, skill, and policy experience. We recognize that our people are our vital resource and we value their knowledge, enthusiasm, and commitment. At the Aspen Institute we offer competitive salaries and a wide variety of benefits to our employees and their families.

If you would enjoy working in a dynamic environment and are looking for an opportunity to become part of a stellar team of professionals, we invite you to apply online today.

Manager, Finance and Administration

Department: PSI
Location: Washington, DC
Salary: $90,000 - $115,000 per year

The Aspen Institute

The Aspen Institute is a global nonprofit organization committed to realizing a free, just, and equitable society. Since its founding in 1949, the Institute has been driving change through dialogue, leadership, and action to help solve the most critical challenges facing communities in the United States and around the world. Headquartered in Washington, DC, the Institute has a campus in Aspen, Colorado, and an international network of partners.

Commitment to Diversity, Equity & Inclusion

To achieve our mission of a more free, just, and equitable society, we commit to working proactively to advance the principles of diversity, equity, and inclusion across our myriad endeavors such as the recruitment, compensation, training, and advancement of staff. The best people-serving institutions make this commitment, and we seek to be a leader in the ways that we do so and learn from others. Visit our website to learn more about our commitment and recent actions taken toward building and nurturing a diverse and inclusive environment.

The Program on Philanthropy and Social Innovation

Grantmaking foundations, nonprofit organizations, social enterprises, and public-private partnerships offer lasting solutions to societal challenges. They are at the heart of civil society. The Program on Philanthropy and Social Innovation (PSI) seeks to inform and maximize the impact of these social sector actors through leadership development initiatives, convenings, and communications so that each can contribute to the good society at home and abroad. The programís theory of change rests on the premise that if their leaders have clarity about their values, are collaborative in their approach to problem-solving, and are aware of the strategies and potential partnerships available to them, they are more likely to succeed in advancing the social good.

About the Role

The Manager serves as the primary source of administrative support to the Vice President/Executive Director of the Program on Philanthropy and Social Innovation and works with her to steward program resources. As Finance Manager, the incumbent designs the annual budget, monitoring monthly and annual expenses, updating financial forecasts on a monthly basis, and tracking all sources of revenue. The Manager is also responsible for all financial aspects of grant proposals and grant reports. In addition, the Manager shall be, unless otherwise specified, the main point of contact for all official grant sites and foundation corporate grant portals. The Manager monitors the financial health of the program, adhering to all Institute policies and procedures.

The ideal candidate will have demonstrated knowledge of general and non-profit accounting and budgeting, financial reporting practices, excellent interpersonal skills, experience in working with executive leadership, and a proactive work style. The successful candidate will be motivated, organized, and have a proven track record with taking initiative and completing tasks on time.

This position reports to the VP/ED and is located in the Instituteís DC office.

Essential Duties and Responsibilities

Financial Management:

  • The incumbent is the primary manager of PSIís finances. They oversee and manage the programís operating budget, monitor and track PSI program and project expenditures and revenues, conduct monthly budget reconciliation, prepare monthly salary allocations, prepare financial forecasts, and monitor the health of the departmentís reserve fund.
  • Prepare the annual program budget and enter the data into Planful (the Instituteís financial reporting tool).
  • Authorize expense reports and reimbursements for staff, consultants, vendors, contractors, and speakers/moderators as needed, ensuring that payments are made in a timely manner.
  • Act as the departmentís liaison to the Instituteís Institute Financial Support Unit (IFSU).

Contracts and Grants Management:

  • Prepare financial reports for program funders, coordinate internal review process, and obtain necessary signatures in collaboration with the IFSU, and work in partnership with ED/VP to finalize reports for submission.
  • Provide fundraising support to the VP/Executive Director by working with PSI colleagues to prepare project budgets for grant proposals and contracts.
  • Provide financial management support to PSIís primary programs as needed.
  • Maintain records on the programís funders, grantees, and contractors in collaboration with the Aspen Instituteís IFSU. Work with PSI staff to respond to funder requests for information.
  • Monitor the schedule of grant reporting deadlines prepared by the IFSU and coordinate with PSI colleagues to ensure reports are prepared and submitted on time. 
  • Manage contracts and regrants, planning and coordinating consulting contracts and grant agreements, facilitating due diligence reviews, and acting as a liaison with Aspen Institute legal department as needed.
  • Update and maintain constituent information in iContact and NPSP software (funders, re-grantees, meeting attendees, fellowship participants, etc.)

Human Resources Management:

  • Support the VP/Executive Director in meeting all HR obligations, such as preparing Personnel Action Forms, budgeting for new staff positions, adhering with Institute policies regarding benefits and fringe rates, and acting as liaison to the Aspen Instituteís human resources department.
  • Work in partnership with PSI staff to create and oversee contracts with consultants, and to assure departmental compliance with all Aspen Institute policies.
  • Oversee technology hardware and software, as well as electronic file management systems. Organize PSIís document archives, cloud storage, and inventory of program materials.

Administrative Support to VP/Executive Director

  • Triage and assure timely response to internal and external inquiries and requests; manage follow-up on a wide variety of topics and priorities.
  • Coordinate the VP/Executive Directorís calendar and travel; schedule, track, and manage meetings with key stakeholders and internal staff.
  • Support of VP/Executive Directorís meetings and events, including materials prep, advanced briefing, and follow-up; attend meetings and take minutes as needed.
  • Submit monthly expense reports for the VP/Executive Director, coordinate with PSI staff to complete timely payments to vendors and contractors.
  • Support administration related to EDís speaking engagements.
  • Coordinate with central services teams at the Institute; stay abreast of Institute-wide policies and practices.
  • Represent the department, as requested, at internal meetings.

Knowledge, Education and Experience

  • Undergraduate college degree.
  • 5 to 7 years of work experience in the charitable sector with track record of effective financial and administrative management, and administrative support accomplishment and growth.
  • The ability to plan, prioritize, and follow through with staff, partners, and a variety of constituencies to meet financial reporting, administrative, and event deadlines.
  • Outstanding interpersonal, oral, and written communication skills.
  • Experience in grant preparation, grant reporting, and management of grant-funded work to achieve outcomes.
  • Experience in manipulating, analyzing, and interpreting data and communicating results to non-finance personnel.
  • Ability to work both autonomously and as part of a close-knit team.
  • Flexibility to adapt to changing program priorities, ability to manage multiple tasks, and willingness to pitch in where needed.
  • Enthusiasm for the ongoing work of the program.
  • Willingness and ability to provide staff support for multi-day events that extend beyond standard business hours.
  • Competence and comfort with technology hardware and software including Outlook, Excel, PowerPoint, Google Docs, Zoom, et al.

The Aspen Institute offers a generous benefits package including health, dental, vision, and prescription benefits, retirement benefits, and paid leave.

The Aspen Institute is an Equal Opportunity Employer and complies with all District and federal laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or protected veteran or disabled status and will not be discriminated against.

Individuals needing an accommodation to complete the job application can contact or call (202) 736-1074.

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