Finance & Administrative Coordinator

Location: Resolution Headquarters at 420 Lexington Avenue, 16th Floor, New York, NY

Classification: Non-exempt, part-time, 20 hours weekly

Reporting To: Director of Finance

Start Date: Immediate 

Salary Range: $17-21/hour

Work Environment: Hybrid (in office on Thursdays, remote on other days—specific days are subject to change)

About Resolution Project

At Resolution Project, we see the spark of passion in young people.  We work with them to build it into a lifetime of impact. People do not need decades of experience before they can start making a difference in the world. Especially while young, they have the energy, idealism, and ambition to address complex challenges—today. But they need a community that invests and believes in their leadership. Resolution provides this support to young innovators around the world so they can break barriers and ignite meaningful change.

The Resolution Fellowship is the core of our work. To become a Resolution Fellow, young people first compete in our Social Venture Challenge (SVC), pitching ideas for social enterprises in their communities. Those who are selected become Fellows, receiving seed funding and lifelong support. Resolution is there, even if they evolve or pivot from their original ideas, with global resources, mentorship, expertise, and community, along with a growing network of local partners. These components come together to form a proven model that identifies promising young leaders, launches their first ventures, and sticks with them as they grow.

Since our beginning in 2008, Resolution Project has launched and supported the growth of over 500 Fellows, working across six continents and in over 80 countries. Altogether, our Fellows have impacted the lives of more than 4.6 million people around the globe. Through Resolution Project, young leaders receive unmatched guidance and wisdom from a team of partners, volunteers, and innovative peers around the globe. We remain committed—today and always— to all of our Fellows and to expanding our outreach to lower-resourced communities. 

Position summary

The Finance & Administrative Coordinator will work closely with the Director of Finance and directly support the work of the CEO. This individual will support many aspects of Resolution Project’s financial activities, including accounts payable, reconciliation, tax filings, Quickbooks data entry, and other financial process support. The Finance & Administrative Coordinator will also be responsible for managing the CEO’s schedule, travel, and administrative needs.  We are looking for someone who is extremely organized, detail-oriented, and willing to lend a hand wherever needed within the department. 

Ideally, the Finance & Administrative Coordinator will have some availability to spread their 20 weekly hours of work Monday-Friday and be able to work in our midtown Manhattan office in person on Thursdays. We are willing to consider other schedule arrangements for the right candidate. 

Key responsibilities

Work collaboratively with organizational leadership, professional staff, and volunteers to support the smooth processing of finance functions and administration as follows:

Finance

• Perform all activities related to Accounts Payable function, including coding and processing of invoices in Quickbooks, payment via online bill pay, ACH, wires, and physical checks through Chase.
• Assist with monthly reconciliation of bank account and credit card statements.
• Provide administrative support during the annual budget process, creating and analyzing spreadsheets and keeping track of multiple iterations of documents as updates are made.
• Support preparation for annual audit.
• Assist Director of Finance with annual state tax filings and payments by completing forms, helping to manage the signature process, and mailing materials.
• Maintain a digital filing system of financial records to keep information easily accessible.
• Lead the process of moving hard copy files to a well-organized digital filing system.

Administration

• Manage scheduling for the CEO using Calendly, where appropriate, but also directly coordinating with high-level donors, partners, and others. 
• Book CEO work travel and work meeting reservations.
• Support the CEO with knowledge capture (meeting notes and next steps) and drafting emails, follow-ups, and thank yous.
• Manage and submit expense reports, and handle purchases on the CEO’s behalf.
• Provide support for other administrative items as required.

Other Related Duties, As Requested

Qualifications

• At least one year of relevant work or strong internship experience in an office environment.
• Extremely organized with meticulous attention to detail and follow-through.
• Ability to both work well independently and seek support and points of escalation when needed. 
• High level of professional written and verbal communication with good interpersonal skills.
• Ability to handle sensitive information about financials, donors, team members, Resolution Fellows, methodologies, etc. with discretion and good judgment.
• Proficient in Microsoft Office and Google Application Suites with a high level of general computer competency.
• Commitment to the principles of Inclusion, Diversity, Equity, Access, and Learning (outlined here in our DEI statement: https://resolutionproject.org/deistatement/).
• Resolution requires that all staff be fully vaccinated with an FDA or WHO authorized vaccine (or approved for an exemption as a reasonable accommodation due to a medical reason or sincerely held religious belief). Resolution abides by each state’s requirements and acknowledges those may change over time. If moved forward to the phone screen stage, you will have the chance to ask a team member more about this requirement.

Preferred

• Familiarity with Quickbooks or other accounting systems and principles is a plus, but training is available.
• Experience with donor database software (we use Salesforce) preferred. Training on our system is available. 
• Experience communicating and/or scheduling with individuals from diverse backgrounds, especially over email. 

Resolution is an equal opportunity employer.  The organization does not engage in and prohibits discrimination in employment opportunities or practices on the basis of race or ethnicity, color, national origin, ancestry, gender identity, sex or gender (including pregnancy), LGBTQ+ status or sexual orientation, age, religion, creed, physical or mental disability, marital or partnership status, veteran status, military service status, or any other characteristic protected by state, local or federal law.