assistant finance director

Noble House Hotels & Resorts

<div>Description:
<p>
At Noble House Hotels &amp; Resorts, we are looking for an Assistant Director of Finance to be based at our Corporate Office in Kirkland, WA and oversee multiple properties for the company. We were recently Voted Top 25 Best Hotel Brand in the World &ndash; Travel + Leisure World&rsquo;s Best Awards. <b>Please note</b><b>: This role may travel to the property as needed.</b></p><p><b>
The JOB</b></p><p><br>
The <b><i>Assistant Director of Finance</i></b> will be responsible for overseeing the accounting functions of a hotel and providing support to the Director of Finance and hotel operations. Evaluate the hotel(s) operating results and report on major variances. Lead and supervise the monthly financial statement closing for the hotel property books and any related entities. Ensures appropriate company accounting controls, policies and procedures are implemented and followed to safeguard assets and the financial integrity of the Company. The Assistant Director of Finance will also be required to lead, supervise and coach the accounting staff to provide training and guidance on accounting and financial system issues.</p><p><b>
The OFFER:</b></p><p>
In return, you are rewarded with a competitive compensation package including competitive pay, On-Demand Pay &ndash; Your Pay before Payday, health insurance (medical, dental, vision), 401k plan with employer matching, Paid Time Off, holidays, and Discounted Food &amp; Hotel Discounts at Noble House Hotels &amp; Resorts nationwide.</p>
Requirements:
<p><b>
To be successful as an Assistant Director of Finance you</b>:</p><ul><li>
4-6 years of previous work experience within the hotel/resort accounting department and a Bachelors in a related field; minimum 3 years of supervisory experience.</li><li>
Prior experience within Accounts Payable, Accounts Receivable, Purchasing and General Accounting areas are preferred.</li><li>
Skilled in Financial Accounting Systems as well as various Microsoft programs, including Word, Excel, and Outlook.</li></ul><p><b>
OUR CULTURE | Individual Distinction, Collective Soul</b></p><p>
The Noble House Hotels &amp; Resorts philosophy emphasizes &quot;location, distinction, and soul.&quot; Our properties are not a &quot;one-size-fits-all.&quot; And neither are our team members. What makes us at Noble House Hotels &amp; Resorts lies within our team. We are a group of individuals that share a passion for hospitality. We let our personalities shine, and we like to have fun.</p><p>
Become a part of our Noble Comm<b>UNITY</b>- We take pride in providing initiatives through our Diversity, Equity, Inclusion &amp; Accessibility (DEIA), Green and Wellness committees. Join us in sharing your thoughts, perspectives, and enthusiasm!</p><p><i>
Noble House Hotels &amp; Resorts are proud to encourage and support an environment where everyone can be a successful team member (come as they are) as their true authentic self. We are an equal opportunity workplace and employer that does not discriminate based on race, color, disability, gender/sex, sexual orientation, religion, national origin, age, veteran status, or any other protected status. We are committed to building a team (rooted in family) and a workplace where we are all able to be successful based solely on our individual qualifications, experience, abilities and job performance.</i></p></div>

Assistant Director of Finance

Highgate

<div>Viceroy Hotels:
<div>
Viceroy Hotels &amp; Resorts offers a fresh take on hospitality, centered on the richness of experiences and cultural connection. A leader in modern luxury, Viceroy is committed to creating unique, immersive experiences that allow guests to craft unforgettable narratives rooted in the authenticity of each destination. Viceroy&rsquo;s portfolio of hotels and resorts can be found in a diverse array of breathtaking and inspiring locations including Los Cabos, Santa Monica, Chicago, Riviera Maya, Kopaonik, Snowmass, Washington D.C., St. Lucia, and Portugal&rsquo;s Algarve, with a forthcoming resort in Sun Valley, Idaho slated to open in summer 2026.</div>
Location:
<div></div><div>
Viceroy Chicago, IL</div>
Overview:
<div>
The Assistant Director of Finance is responsible for providing consistent leadership in the financial area of the hotel by supplying the accounting staff with guidance and training. He/she is also responsible for focusing on the profitability of the business, maintaining accurate and timely financial reporting, ensuring acceptable levels on internal control, ensuring compliance with all federal, state, and local regulations, and safeguarding owners/investors assets.</div>
Responsibilities:
<ul><li><div>Assist Director of Finance in timely preparation of monthly financial statements for the property</div></li><li><div>
Prepare, monitor, and accurately record hotel revenues daily by preparation of the Income Journal. Identify all variances to budget and last year.</div></li><li><div>
Monitoring and control of hotel operations, cash flow and operating forecasts for the property</div></li><li><div>
Under guidance of Director of Finance maintain timely interaction with Department Heads to assure that property operations are on track and under control at all times</div></li><li><div>
Preparation of monthly bank reconciliations and general ledger account reconciliations for the property</div></li><li><div>
Supervision of accounting department staff</div></li><li><div>
Compliance with Highgate Accounting Policies and Procedures and internal controls for our finance and accounting operations
</div></li><li><div>Effectively manage and communicate related issues related to management of receivables, payables, daily cash balances, and timely deposits of all funds.</div></li><li><div>
Monitor hotel revenues and expenses and ensure the accurate recording in accordance with Highgate Hotel&rsquo;s established guidelines. Investigate and critique variances to budget or to prior year and offer practical improvement methodologies to management.</div></li><li><div>
Analyze financial data and operations in order to assist Director of Finance and advise Department Heads in maintaining the hotels&rsquo; financial objectives.</div></li><li><div>
With supervision of Director of Finance hire, train, supervise and develop staff, including coaching, counseling and discipline.</div></li><li><div>
Preparation of any special reports, statements, etc., as requested.</div></li><li><div>
Other special projects and responsibilities as assigned.</div></li></ul>
Qualifications:
<ul><li><div>Bachelors Degree, preferably in Accounting.</div></li><li><div>
Strong PC skills including Excel, Word and financial accounting systems.</div></li><li><div>
Strong organizational, analytical, verbal and written communication skills.</div></li><li><div>
Long hours and sometimes required.</div></li><li><div>
Hospitality related financial management and accounting experience desirable.</div></li></ul></div><p></p>

Asst. Director of Finance

Athens County Foundation

<p>Help Strengthen Our Community Through Philanthropy</p><p>The Athens County Foundation (ACF) builds on the strengths of our community by advancing participation and collaboration to address longstanding challenges and pursue extraordinary opportunities. Guided by the values of inclusion, collaboration, courage, hope, and trust, ACF partners with nonprofits, donors, and the community to advance a healthy, inclusive, and thriving community for all.</p><p>We are seeking a highly organized, detail-oriented, and collaborative Director of Finance &amp; Administration to oversee the Foundation's financial operations and administrative functions. This position offers a unique opportunity to combine strong financial and organizational skills with meaningful community impact while working for one of the region's leading philanthropic organizations.</p><p>Position Summary</p><p>The Director of Finance &amp; Administration serves as a key member of the Foundation team and is responsible for ensuring sound financial management, operational excellence, and administrative support across the organization.</p><p>Working closely with the Executive Director, Board Treasurer, Finance Committee, auditors, investment advisors, donors, nonprofit partners, and other community stakeholders, the Director helps ensure the Foundation's resources are managed effectively to maximize community impact.</p><p>Key Responsibilities</p><p>&middot; Financial management, accounting, and reporting</p><p>&middot; Fund and grant administration</p><p>&middot; Budget development and monitoring</p><p>&middot; Payroll and benefits administration</p><p>&middot; Coordination of audits and financial compliance</p><p>&middot; Administrative and operational support</p><p>&middot; Board and committee support as needed</p><p>QualificationsRequired</p><p>&middot; Bachelor's degree in Accounting, Finance, Business Administration, or a related field</p><p>&middot; Three or more years of accounting, finance, bookkeeping, or financial management experience</p><p>&middot; Strong proficiency with accounting software and Microsoft Excel</p><p>&middot; Excellent organizational, analytical, and communication skills</p><p>&middot; Ability to manage multiple priorities while maintaining a high level of accuracy and confidentiality</p><p>Preferred</p><p>&middot; Experience in nonprofit accounting or fund accounting</p><p>&middot; Knowledge of grants administration and donor-advised funds</p><p>&middot; Experience with payroll and benefits administration</p><p>&middot; Familiarity with nonprofit financial reporting and compliance requirements</p><p>Compensation &amp; Benefits</p><p>The anticipated salary range for this position is $65,000 &ndash; $80,000, with compensation commensurate with the candidate's experience, skills, and qualifications.</p><p>&middot; Health insurance support through an Individual Coverage Health Reimbursement Arrangement (ICHRA)</p><p>&middot; Paid time off and paid holidays</p><p>&middot; Professional development and continuing education opportunities</p><p>&middot; Flexible and supportive work environment</p><p>&middot; Opportunities to engage with community leaders, donors, and nonprofit partners throughout the region</p><p>The Foundation is committed to attracting and retaining exceptional talent. While the position is designed as a full-time role, alternative scheduling arrangements including flexible work schedules, may be considered for highly qualified candidates.</p><p>Most importantly, you will join a small, collaborative team committed to advancing a healthy, inclusive, and thriving Athens County through philanthropy, leadership, and service.</p><p>Pay: $65,000.00 - $80,000.00 per year</p><p>Benefits:</p><ul><li>Flexible schedule</li><li>Paid time off</li></ul><p>Work Location: In person</p>

Director of Finance & Administration

GLIDE

<div><div><b>About Glide</b></div><div>
GLIDE is a nationally recognized center for social justice, dedicated to fighting systemic injustices, creating pathways out of poverty and crisis, and transforming lives. Through its integrated comprehensive services, advocacy initiatives, and inclusive community, GLIDE empowers individuals, families, and children to achieve stability and to thrive. GLIDE is on the forefront of addressing some of society&rsquo;s most pressing issues, including poverty, housing and homelessness, and racial and social justice. GLIDE&rsquo;s mission is to create a radically inclusive, just, and loving community mobilized to alleviate suffering and break the cycles of poverty and marginalization</div><div></div><div><b><br>
Position Summary</b>:</div>
<div>Reporting to the Assistant Finance Manager, the AP Accountant is responsible for accurate, complete, and timely management of trade vendors, employee expenses and payments. The staff accountant works closely across all levels of leadership to review all payment requests processed in Concur Invoice and Expense Management. Approximately 150-200 invoices/reports are processed each week.</div>
<h3 class="jobSectionHeader"><b>Essential Duties and Responsibilities</b></h3><div>
<div><div>The staff accountant will routinely perform the following duties:</div>
<ul><li>Checks the Wells Fargo Vantage online banking and flag unusual activities (outside normal spending limits).</li>
<li>Validate all credit card charges are fully documented and approved by the departmental head.</li>
<li>Accepts or rejects payments in accordance to GLIDE-Wells Fargo positive pay control policy.</li>
<li>Checks Wells Fargo Vantage online portal to ensure any direct debits or automatic payments are recorded onto Intacct.</li>
<li>Reviews invoices processed and captured in Concur are properly substantiated and approved.</li>
<li>Reviews correct general ledger code combination (project, department, period posting, and description).</li>
<li>Validates line item with budget and flags any expense item not in the approved budget.</li>
<li>Verifies vendor information and updates vendor records in Concur and Intacct.</li>
<li>Ensures that no duplicate payments are processed, researches and resolves discrepancies.</li>
<li>Accepts and posts vouchers onto Intacct immediately when review process is met.</li>
</ul></div><div>On a weekly basis, perform the following:</div>
<ul><li>Organizes check batch by check number and sends to Assistant Finance Manager or Sr Director for review.</li>
<li>Process check run and ACH batch. Employee reimbursements, utilities, employee benefits and program service providers are prioritized and paid on the next cycle.</li>
<li>Mails checks on Fridays or emails notification if paid electronically via ACH.</li>
<li>Sends weekly reminder to BUMs of any outstanding or invoices captured in Concur.</li>
<li>Generates weekly AP aging, research outstanding items over 30 days.</li>
<li>Maintains accounts payable vendor files, record updates and resolves vendor inquiries.</li>
<li>Assigns a default GL code combination when new vendor is set-up.</li>
<li>Checks the Wells Fargo credit card portal to ensure adequate balance is available.</li>
<li>Orders gift card incentives when requested by programs.</li>
<li>Assists with remote check deposits and bank errands when required.</li>
</ul><div>Monthly and Quarterly Duties:</div>
<ul><li>Sends monthly card usage report to the CFO and Sr Director.</li>
<li>Reports any unreported charges by the 5th of each month following.</li>
<li>Conducts incentive/gift card inventory and notifies the controller of any discrepancies.</li>
<li>As needed, assist controller with the expense reporting, invoice training and financial audits.</li>
<li>Will perform other duties as assigned by the Assistant Finance Manager or Sr Director.</li>
</ul></div><h3 class="jobSectionHeader"><b>Minimum Qualifications</b></h3><div>
<ul><li>Knowledge of Generally Accepted Accounting Principles and internal controls</li>
<li>Minimum of three (3) years working as an accounting professional (preferably in a non-profit setting).</li>
<li>Must have advanced proficiency with Microsoft Excel</li>
<li>Familiarity and ease in navigating accounting system preferably Sage Intacct and Concur Expense and Invoice Management</li>
<li>Excellent oral skills, including the ability to communicate across all levels of management.</li>
<li>Ability to work effectively as part of a team, and independently without much supervision.</li>
<li>Ability to multi-task, meet deadlines, while maintaining accuracy in the work produced.</li>
<li>Must pass HIPAA and Fraud Waste Abuse certifications within 30 days of hire.</li>
<li>Must pass basic background check bond.</li>
<li>Ability to be back-up AR-Receipts daily deposit functions to ensure business operations continuity.</li>
</ul></div><h3 class="jobSectionHeader"><b>Physical Requirements</b></h3><div>
<ul><li>Must possess the strength, stamina and mobility to climb multiple flights of stairs daily.</li>
<li>Ability to hear within normal range, and communicate effectively (in person, telephone or zoom).</li>
<li>Finger dexterity and the ability to use all standard office equipment.</li>
</ul></div><div>This is a full-time (40 hours/week), Non-exempt role.</div><div><b>
Work Environment</b></div><div>
GLIDE&rsquo;s buildings are located in the Tenderloin neighborhood. GLIDE maintains an &quot;open door&quot; policy to the community and its clients, who frequently enter and leave the building.</div><div></div><div><br>
This role is covered by the collective bargaining agreement.</div>
<p>
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.</p></div>

Accounts Payable Accountant

Southern Arizona Legal Aid, Inc.

<p><b>DESCRIPTION:</b> Southern Arizona Legal Aid, Inc. (SALA) is hiring a full-time Executive Assistant to support the Executive Director and Management Team of SALA. SALA provides civil legal aid in nine southeastern Arizona counties and to eleven tribal communities.</p><p><b>PRINCIPAL FUNCTIONS: </b>The Executive Assistant (EA) provides high-level confidential administrative, governance, compliance, communications, and project support to the Executive Director and Management Team. The EA helps ensure that SALA&rsquo;s executive office, Board and committee processes, records, deadlines, and external communications are organized, accurate, timely, and consistent with SALA policy, funding-source requirements, Legal Services Corporation (LSC) regulations, and LSC performance expectations. The EA does not provide legal advice, make case-acceptance decisions, or represent clients.</p><p><b>DUTIES AND RESPONSIBILITIES:</b></p><p><b>1. Executive Director and Governance Support</b></p><ul><li>Manage the Executive Director&rsquo;s calendar, priorities, correspondence, travel, meetings, and deadlines, including critical grant, Board, committee, audit, compliance, and reporting dates.</li><li>Coordinate Board of Directors and committee meetings, including scheduling, room or virtual meeting logistics, agendas, Board packets, public notices when required, attendance, minutes, action-item tracking, and follow-up.</li><li>Prepare accurate minutes and records of Board and committee meetings, including executive-session references when appropriate, while preserving confidentiality of privileged, personnel, financial, client, and management matters.</li><li>Maintain Board and committee rosters, terms, appointments, resumes or biographies, contact information, committee assignments, conflict disclosures, training records, bylaws, policies, and other governance records.</li><li>Assist the Executive Director in communications with Board members, committee chairs, senior staff, appointing organizations, funders, courts, bar leaders, community partners, donors, and other external stakeholders.</li><li>Support timely preparation and submission of materials needed for Board governance, strategic planning, priority setting, risk management, organizational performance, and Executive Director reporting.</li></ul><p><b>2. LSC Compliance and Performance Support</b></p><ul><li>Maintain and monitor an executive compliance calendar for LSC, grantor, audit, Board, state-law, and organizational deadlines; alert the Executive Director and responsible managers of upcoming due dates and required follow-up.</li><li>Assist the Executive Director and Management Team with coordination, collection, organization, and tracking of information needed for LSC Program Quality Visits, compliance reviews, fiscal reviews, grant applications, grant reports, corrective-action plans, and monitoring requests.</li><li>Support documentation related to LSC Performance Criteria and program performance expectations, including strategic planning, client-community engagement, needs assessment, priority setting, access to services, legal work management, supervision systems, pro bono/private attorney involvement, technology, and effective administration.</li><li>Assist with tracking organizational priorities, annual priority reviews, needs-assessment activities, Board reports, client-participation materials, community input, emergency-case reporting, and related documentation as directed.</li><li>Assist with maintaining records and routing communications related to client and applicant grievance procedures, public information requests, policy disclosure requirements, funding-source restrictions, and LSC regulatory matters, under the direction of the Executive Director or designee.</li><li>Support staff compliance with funder and organizational requirements by preparing reminders, tracking certifications or acknowledgments, maintaining administrative files, and coordinating responses to internal compliance requests.</li><li>Maintain appropriate documentation of Executive Director assignments, Management Team decisions, grant deliverables, Board action items, policy updates, and compliance follow-up to support accountability and institutional continuity.</li></ul><p><b>3. Confidential Communications and Document Preparation</b></p><ul><li>Draft, edit, proofread, format, and finalize letters, emails, memoranda, agendas, minutes, reports, presentations, meeting materials, donor correspondence, and other executive-level documents.</li><li>Prepare, assemble, and transmit sensitive, complex, technical, governance, administrative, grant, or legal-related materials under appropriate supervision and in accordance with confidentiality requirements.</li><li>Receive, prioritize, and route calls, visitors, mail, and requests for information; provide accurate information or refer the matter to the appropriate staff member.</li><li>Prepare written responses and acknowledgments as assigned, including donor acknowledgments and related correspondence in coordination with Development and Finance.</li><li>Maintain professionalism, accuracy, neutrality, and discretion in communications with staff, clients, Board members, donors, funders, community partners, courts, members of the bar and judiciary, public officials, and the public.</li></ul><p><b>4. Records, Information Management, and Confidentiality</b></p><ul><li>Organize, maintain, and protect SALA&rsquo;s executive, Board, committee, policy, compliance, grant, administrative, personnel, donor, and operational records in electronic and paper formats.</li><li>Apply SALA records-retention, data-security, confidentiality, and document-management procedures, including secure handling of privileged, client-related, personnel, financial, donor, and management information.</li><li>Maintain orderly executive office files and ensure that key governance, compliance, and management documents are accessible to authorized personnel and protected from unauthorized access.</li><li>Assist in maintaining administrative records for publications, legal materials, subscriptions, office resources, and related updates for SALA offices.</li><li>Use appropriate safeguards when handling electronic communications, shared drives, document repositories, virtual meetings, and confidential files.</li></ul><p><b>5. Administrative Operations and Management Team Support</b></p><ul><li>Provide administrative support to SALA&rsquo;s Management Team and administrative staff, including scheduling, meeting coordination, project tracking, research, document preparation, and follow-up.</li><li>Coordinate meetings, trainings, events, travel arrangements, conference reservations, community or partner meetings, donor cultivation activities, and other executive or organizational functions.</li><li>In coordination with Human Resources, assist with administrative tracking related to employee onboarding, background-check requirements, policy acknowledgments, and other employment-related administrative records.</li><li>Maintain cash receipts logs, donation processing records, and mail distribution procedures as assigned and in coordination with Development and Finance.</li><li>Support effective day-to-day operation of the administrative office, including workflow organization, supply and publication coordination, and improvement of administrative systems.</li><li>Perform occasional overnight travel as required.</li><li>Perform other confidential, administrative, compliance, governance, and management-support duties as assigned by the Executive Director.</li></ul><p><b>QUALIFICATIONS:</b></p><ul><li>Knowledge of modern legal office, nonprofit, executive office, or public-service administrative procedures and practices.</li><li>Excellent writing, editing, proofreading, grammar, punctuation, spelling, and document-formatting skills.</li><li>Strong proficiency with Microsoft Word, Excel, Outlook, Adobe Acrobat, video-conference platforms, and electronic document-management systems; ability to learn other systems used by SALA.</li><li>Ability to manage complex calendars, deadlines, records, meeting logistics, and multi-step projects with accuracy and follow-through.</li><li>Ability to work independently, use good judgment, maintain confidentiality, and manage competing priorities under time pressure and frequent interruptions.</li><li>Ability to communicate effectively and respectfully with staff, Board members, clients, community partners, funders, courts, donors, public officials, and members of the public.</li><li>Ability to understand and follow SALA policies, funding-source requirements, LSC-related procedures, and instructions from the Executive Director or designee.</li><li>Commitment to SALA&rsquo;s mission of providing civil legal assistance to low-income persons and communities.</li></ul><p><b>PREFERRED SKILLS:</b></p><ul><li>Experience supporting an Executive Director, Chief Executive Officer, Board of Directors, governing body, or senior management team.</li><li>Experience in legal aid, nonprofit, federally funded, public-interest, government, court, or law-office settings.</li><li>Familiarity with LSC-funded legal services programs, Board governance, grant compliance, performance reporting, records retention, client confidentiality, and nonprofit accountability.</li><li>Excellent organizational skills, adaptability, initiative, dependability, analytical judgment, and ability to solve problems in a fast-paced public-service law office environment.</li><li>Experience preparing Board packets, minutes, policies, reports, public notices, donor correspondence, grant materials, or compliance documentation.</li><li>Spanish fluency or fluency in another language used by SALA client communities is helpful.</li></ul><p><b>MINIMUM EXPERIENCE/SKILLS:</b></p><ul><li>High school diploma or equivalent required; college coursework, associate degree, bachelor&rsquo;s degree, paralegal studies, business administration, public administration, nonprofit management, or related training preferred.</li><li>Three to five years of progressively responsible administrative, executive assistant, legal assistant, Board support, compliance support, or office-management experience.</li><li>Equivalent combinations of education, training, and experience that demonstrate the required knowledge, skills, and abilities may be considered.</li><li>Demonstrated ability to handle confidential information, prepare accurate written materials, coordinate multiple stakeholders, and meet deadlines.</li></ul><p><b>COMPENSATION: </b>Salary range <b>$40,000 - $70,000 DOE. </b>Up to 5% additional compensation for fluency in languages used by client communities. Excellent benefits, including health insurance, pension plan, and generous leave.</p><p><b>EOE</b>: SALA is committed to equal employment opportunities for all workers, regardless of race, gender, disability, or other protected class status. SALA is committed to compliance with all federal, state, and local anti-discrimination laws and regulations. All interested applicants are encouraged to apply.</p><p><b>CONTACT:</b></p><p><i><b>Hiring Committee</b></i></p><p><i><b>Southern Arizona Legal Aid, Inc.</b></i></p><p><i><b>Continental Building</b></i></p><p><i><b>2343 E. Broadway Blvd., Suite 200</b></i></p><p><i><b>Tucson, AZ 85719-6007</b></i></p><p><i><b>(520) 623-9465 / FAX: (520) 594-6554</b></i></p><p><i><b>Email: salahr@sazlegalaid.org</b></i></p><p><b>DEADLINE: Open until filled; submit cover letter, resume, and three references</b></p><p>Pay: $40,000.00 - $70,000.00 per year</p><p>Benefits:</p><ul><li>Dental insurance</li><li>Employee assistance program</li><li>Flexible spending account</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li><li>Parental leave</li><li>Retirement plan</li><li>Vision insurance</li></ul><p>Work Location: In person</p>

Executive Assistant

University of Florida

<p></p><div><div><p><b>JOB NO:</b></p>
<div>540224</div><br>
<p><b>WORK TYPE:</b></p>
<div>Staff Full-Time</div><br>
<p><b>LOCATION:</b></p>
<div>Main Campus (Gainesville, FL)</div><br>
<p><b>CATEGORIES:</b></p>
<div>Office/Administrative/Fiscal Support, Veteran's Preference Eligible</div><br>
<p><b>DEPARTMENT:</b></p><div>
33010000 - HP-OFFICE OF THE DEAN</div></div><br>
<div>
<div><div><div><div><b>CLASSIFICATION TITLE:</b></div>
<div>
<p>Administrative Specialist I</p></div><br>
</div><br>
<div><div><b>CLASSIFICATION MINIMUM REQUIREMENTS:</b></div>
<div>
<p>Bachelor's degree; or an equivalent combination of education and relevant experience.</p></div><br>
</div><br>
<div><div><b>JOB DESCRIPTION:</b></div>
<div>
<p>The Administrative Specialist I provides essential administrative and operational support within the College of Public Health and Health Professions (PHHP) Dean&rsquo;s Office. This is a highly professional position that serves as a key point of coordination for daily office activities and supports leadership, faculty, staff, students and visitors to ensure efficient and professional operations.</p>
<div>
The incumbent provides direct administrative support including scheduling, coordination of meetings, administrative processing and coordination of travel to members of PHHP leadership including:<br>
<ul><li>Associate Dean for Research</li><li>Associate Dean for Educational Affairs</li><li>Associate Dean for Undergraduate Programs</li><li>Associate Dean for AI and Innovation</li><li>Executive Director of Finance and Administration</li></ul></div>
<p>
The Administrative Specialist I performs a broad range of administrative duties in support of the Associate Deans, Executive Director, and the college and, as such, must present a professional demeanor and attitude, maintain a high level of confidentiality related to sensitive issues and exercise independent and prudent judgment when completing the tasks and responsibilities associated with these duties. This role requires strong organizational skills, attention to detail and the ability to work independently while supporting a team-based administrative structure. This position reports directly to the Executive Assistant II.</p>
<div><b>
Administrative Support</b><br>
The Administrative Specialist I provides direct administrative support to College Administration leadership including:<br>
<ul><li>Associate Dean for Research</li><li>Associate Dean for Educational Affairs</li><li>Associate Dean for Undergraduate Programs</li><li>Associate Dean for AI and Innovation</li><li>Executive Director of Finance and Administration</li></ul></div>
<p>
Responsible for calendar assistance, which may include scheduling meetings, coordinating meeting logistics (such as booking the room, ordering food, cleaning up the space etc), and preparing documents and/or relevant meeting materials.</p>
<p>
Routine correspondence management including drafting and proofreading documents such as letters, reports, forms, and various internal and external correspondence. Manage and maintain proper filing system for documents. Ensure templates remain updated. Request reports as applicable and appropriate. Execute mail merge requests. Ensure appropriate department and college administrative personnel are provided fully executed copies for their records.</p>
<p>
In conjunction with the Executive Assistant II, may be assigned additional administrative activities when needed and as time allows.</p>
<div><b>
Dean&rsquo;s Office Operations and Coordination</b><br>
Serves as the primary receptionist and the front-facing point of contact for the Dean's Office. This includes:<br>
<ul><li>Greeting visitors, responding to inquiries, routing requests appropriately and managing front desk communications while creating a welcoming and professional environment for faculty, staff and visitors.</li><li>Maintains the office&rsquo;s shared spaces, ensuring cleanliness, organization and timely replenishment of supplies.</li></ul></div>
<p>
Manages operational calendars, logs, contact and access lists, and other items related to the college&rsquo;s operations including Lenel building access, digital key database, vehicle and golf cart logs, and repair and maintenance schedules of PHHP vehicles. Responsible for managing PHHP&rsquo;s one-time room requests for various shared spaces within the HPNP Building.</p>
<p>
Provides general administrative support to the operational and facility related needs of the college including but not limited to submitting routine maintenance and repair requests, reporting outages, and forwarding building security and outage notices.</p>
<p>
Serves as the primary liaison to contracted vendors (i.e. UF motor pool, Aramark, etc), coordinating communication, monitoring service delivery and ensuring timely and accurate fulfillment of contractual obligations.</p>
<p><b>
Fiscal</b><br>
Manages travel for the Associate Deans and Executive Director of Finance and Administration. Responsible for travel arrangements, preapprovals, authorizations, expense reports and preparation of necessary travel documents and reimbursements.</p>
<p>
May also manage travel for College Administration guests, including but not limited to seminar speakers, faculty candidates, distinguished guests of the Dean(s), prospective and current donors, etc. Provides other administrative assistance as needed and requested.</p>
<p>
Responsible for management of an individual UF Procurement card (PCard), ensuring compliance with purchasing guidelines, obtaining preapprovals, following purchasing guidelines, and reconciling transactions in a timely manner.</p>
<p>
Responsible for administrative management of financial and/or inventory-based items (e.g. parking passes), ensuring accurate records and accountability.</p>
<p><b>
Backup Support</b><br>
Serves as backup support to the Executive Assistant II and assists with scheduling, meeting coordination and document preparation related responsibilities in times of absence or unavailability.</p>
<p>
Provides backup administrative and reception support as needed for the Undergraduate Advising Suite.</p>
<p>
Provides backup administrative support to the Dean&rsquo;s Office Student Assistant(s) with routine tasks and office functions in times of absence or position vacancy.<br>
<br>
<b>Event Planning</b><br>
Plans, coordinates, and executes the annual Delta Omega Public Health Honor Society Induction college wide ceremony to include coordination of application and selection process, ceremony logistics, communication, budget, and event design. Consults with the college&rsquo;s Marketing and Event Specialist as needed.</p>
<p>
Provides event related administrative support to the Marketing and Event Specialist and Project Managers during peak event periods.</p></div><br>
</div><br>
<div><div><b>EXPECTED SALARY:</b></div>
<div>
<p>$27.77 - $29.69 per hour; commensurate with experience and education.</p>
<p>
The University of Florida (UF) offers an exceptional benefits package, including health, dental and vision insurance; state retirement plans; a generous leave program; and tuition assistance. UF is a Public Service Loan Forgiveness (PSLF) eligible employer. For more information on benefits, please visit UF HR Benefits and Rewards at https://benefits.hr.ufl.edu/ .</p></div><br>
</div><br>
<div><div><b>REQUIRED QUALIFICATIONS:</b></div>
<div>
<p>Bachelor&rsquo;s degree; or an equivalent combination of education and relevant experience.</p></div><br>
</div><br>
<div><div><b>PREFERRED:</b></div>
<div><ul><li>Experience providing administrative support to senior leadership in a complex, fast-paced environment.</li>
<li>Strong customer service orientation with the ability to interact courteously and professionally with a wide range of internal and external constituents.</li>
<li>Demonstrated ability to work independently, exercise sound judgment and manage multiple priorities with strong organizational and time management skills.</li>
<li>Excellent written and verbal communication skills and the ability to establish and maintain effective working relationships with a varied population.</li>
<li>Experience handling confidential and sensitive information with discretion.</li>
<li>Working knowledge of university systems and procedures including travel systems, procurement, expense reporting, PCard reconciliation and work orders.</li>
<li>Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), including calendar management, document preparation and mail merge.</li>
</ul>
</div></div><br>
<div><div><b>SPECIAL INSTRUCTIONS TO APPLICANTS:</b></div>
<div>
<p>In order to be considered, you must upload your cover letter and resume.</p>
<p>
Application must be submitted by 11:55 p.m. (ET) of the posting end date.</p>
<p>
This is a time-limited position.</p>
<p>
This position is eligible for veteran's preference. If you are claiming veteran's preference, please upload a copy of your DD 214 Member Copy with your application for consideration.</p>
<p>
If an accommodation is needed to apply for this position, please call 352/392-2477 or the Florida Relay System at 800/955-8771 (TDD). Hiring is contingent upon eligibility to work in the U.S. Searches are conducted in accordance with Florida&rsquo;s Sunshine Law.</p></div><br>
</div><br>
<div><div><b>HEALTH ASSESSMENT REQUIRED:</b></div> <div>No</div></div></div><br>
</div>
</div><p></p><div><p><b>ADVERTISED:</b></p>
<div>11 Jun 2026</div> Eastern Daylight Time<br>
<p><b>APPLICATIONS CLOSE:</b></p>
<div><div>25 Jun 2026</div></div>
Eastern Daylight Time</div></div><p></p>

Administrative Specialist I

BETHESDA HOUSE OF SCHENECTADY

<div><div>Schenectady, NY
</div><div>Full Time
</div><div>Experienced</div></div>
<br><div>At <b>Bethesda House,</b> our goal is to end the cycle of poverty and homelessness - not just manage the symptoms.<br>
<br>
Our teams work to address each individual on a holistic level so they feel heard, respected, and safe in our care. We offer hands-on help to address chronic homelessness, mental health, substance abuse, disability, and systematic poverty by offering innovative solutions and proactive services to the most vulnerable in Schenectady County.<br>
<br>
The <b>Finance Director</b> is a strategic thought partner to the Executive Director and is responsible for the overall financial health, stability, and long-term sustainability of Bethesda House. This role leads all finance and accounting functions for the agency, ensuring strong fiscal management, compliance, and internal controls.<br>
The Finance Director oversees cash flow management to ensure all financial obligations are met in a timely manner and is responsible for developing and monitoring the annual budget and long-term financial plans. In collaboration with the Executive Director, the Finance Director analyzes funding source contracts, develops program budgets, and supports strategic financial decision-making.<br>
<br>
This position ensures that sound internal financial controls are established, documented, and consistently followed. The Finance Director supervises the Accounting Supervisor and oversees custodial accounts and payroll bookkeeping functions.<br>
<br>
The Finance Director analyzes monthly and year-end financial statements prepared by the Accounting Supervisor and presents financial reports to the Board of Directors&rsquo; Finance Committee. Through strong leadership and financial stewardship, this role ensures the agency&rsquo;s financial integrity and long-term financial security.<br>
<br>
<b>Salary Range</b>: $70,000 - $75,000<br>
<b>FT, Non-exempt</b><br>
<b>Benefits</b>: Medical, Dental, Paid Time Off, Retirement<br>
<br>
<b>Specific Responsibilities:</b><ul><li>
Serve as a strategic financial thought partner to the Executive Director, providing fiscal leadership aligned with the agency&rsquo;s mission and public funding requirements.</li><li>
Lead and oversee all finance and accounting functions in compliance with nonprofit, local, state, and federal regulations.</li><li>
Manage agency cash flow to ensure timely payment of all operational, contractual, and grant-related obligations.</li><li>
Develop, monitor, and update the annual operating budget and multi-year financial plans in accordance with government contracts and funding guidelines.<ul><li>
Agency annual budget due to the BOD Finance Committee by May 1</li></ul></li><li>
Analyze local, state, and federal funding source contracts and collaborate with the Executive Director to develop compliant program budgets.</li><li>
Ensure financial practices comply with Generally Accepted Accounting Principles (GAAP), Uniform Guidance (2 CFR Part 200), and applicable state and local regulations.</li><li>
Establish, document, and monitor strong internal financial controls to safeguard public funds and ensure accountability.</li><li>
Supervise the Accounting Supervisor and oversee custodial accounts and payroll bookkeeping functions to ensure regulatory compliance.</li><li>
Review, analyze, and approve monthly and year-end financial statements prepared by the Accounting Supervisor.</li><li>
Prepare, present, and interpret financial reports for the Board of Directors Finance Committee, including analysis of budget-to-actual performance.</li><li>
Monitor grant and contract expenditures to ensure allowability, allocability, and proper documentation of costs.</li><li>
Ensure timely and accurate financial reporting to government funders, including required fiscal reports and cost reports.</li><li>
Coordinate and support annual audits, single audits (if applicable), and reviews by government agencies.<ul><li>
Coordinate staff responsible for accounting work, payroll, and human resources requests</li><li>
Point person, interfacing with independent auditor</li><li>
Serve as the primary financial liaison for external auditors, funders, and regulatory agencies.</li></ul></li></ul><ul><li>
Support organizational financial sustainability through long-term planning, risk management, and sound fiscal stewardship.</li><li>
Ensure timely process of monthly, quarterly, and annual reports: includes but not limited to Schenectady County, Schenectady County OMH, NYS OTDA Supportive Housing Initiative (NYSSHP), NYS OTDA STEHP, NYS PTDA Empire State Supportive Housing Initiative (ESSHI), City of Schenectady, and US HUD.</li></ul><ul><li>
Is responsible for the completion of the NYS OTDA HHAP annual reports</li><li>
Ensure internal audit of operations, program files, program activities, are completed and that all programs are adhering to Agency policies and procedures, HMIS data quality, etc.</li><li>
Other duties as assigned</li></ul><b>
Qualifications:</b><ul><li>
Bachelor&rsquo;s degree in Business Administration, Accounting, Finance, Mathematics, or a related field, with two to three years of nonprofit financial management experience.</li><li>
Proficiency in Microsoft Office applications, including Word and Excel.</li><li>
Experience with QuickBooks or comparable accounting software.</li><li>
Strong written and verbal communication skills.</li><li>
Demonstrated ability to manage professional responsibilities effectively in a fast-paced work environment.</li><li>
Commitment to understanding, supporting, and advancing the mission, values, philosophy, and policies of Bethesda House of Schenectady, Inc.</li><li>
Ability to work effectively and respectfully with individuals from diverse cultural, socioeconomic and lived-experienced backgrounds.</li><li>
Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.</li><li>
Valid New York State driver&rsquo;s license and access to reliable transportation, as required for job-related duties.</li></ul>
This description does not contain a comprehensive list of duties, responsibilities or activities that are required of the employee. Additional duties and responsibilities may be assigned as needed and at any time with or without notice. All offers of employment are contingent upon successfully completion of background checks including DMV record search if driving is required for the position.<p>
Bethesda House is an Equal Opportunity Employer. In all employment and hiring decisions, the Agency complies with applicable anti-discrimination laws. This policy applies to all employment practices, including hiring, advertising, recruitment, promotion, demotion/transfer, layoff/termination of employment, rates of pay or other forms of compensation, and selection for training and development.</p></div>

Finance Director

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