Type: Full-time, Exempt
Location: Remote in the U.S. with availability to work core work hours 9-5pm ET
Salary: $75,000- $85,000 annually, commensurate with experience
Reports to: Finance Manager and Chief of Staff
Benefits: CSH offers an excellent benefits package, flexible work schedule, and generous vacation and wellness leave.
About the Community Sponsorship Hub
The Community Sponsorship Hub (CSH) is a dynamic organization dedicated to growing the role of communities in the protection, resettlement, and integration of refugees and other forcibly displaced people. Mobilizing civil society, and the public, private, and philanthropic sectors, and empowering them with resources and access, we shape and coordinate a community sponsorship system that leverages the power of welcoming Americans.
CSH operates in the United States (New York, Washington, D.C., and remote) as a project that is fiscally sponsored by Rockefeller Philanthropy Advisors. CSH is committed to creating a diverse, equitable, and inclusive workplace. CSH is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, religion, gender, gender identity or expression, sexual orientation, country of origin, genetics, disability, age, or veteran status.
About Private Sponsorship for Refugees
The Department of State, Bureau of Population, Refugees, and Migration (PRM) launched Welcome Corps, a Private Sponsorship of Refugees (PSR) program in January 2023 as part of the Administration’s efforts to expand community sponsorship in refugee resettlement. Community Sponsorship Hub and its consortium develop and implement the infrastructure to welcome and support thousands of refugees by equipping lawful permanent residents and citizens to welcome newcomers and experience the benefits of resettlement firsthand. The program allows Americans to consistently engage in sponsorship and meaningfully enhance integration outcomes for refugees. The PSR pilot program builds on previous successes in community sponsorship programs to expand resettlement capacity in the United States and diversify welcoming communities, bringing new perspectives, and increasing opportunities to take part in resettlement.
Position Overview
The Finance Admin Officer plays a crucial role in the organization, acting as the go-to person for all invoicing, travel, timesheets, expense processing, vendor relationships, and policy management, among other things. This is a matrix reporting structure, reporting to the Finance Manager and the Chief of Staff (CoS). Collaborative helping and exemplary customer service permeate all aspects of this role.
Key Responsibilities
include but are not limited to:
- Provide financial support as directed by the Finance Manager (65%)
- Pay all invoices for CSH and assist and train staff on Airbase expense system
- Shepard all contracts from inception to signing
- In depth knowledge of grant requirements for accurate expense coding
- Manage vendor relations, negotiations, contracts, budget, and tracking
- Ensure compliance to fiscal sponsor, Rockefeller Philanthropy Advisors (RPA), and CSH finance policies and procedures
- Oversee credit card processes and tracking
- Oversee timesheet process for staff reporting to RPA
- Compile and submit expense reports, credit card reconciliations, and timesheets for executive team
- Provide admin/operations support as directed by the CoS (30%)
- Daily oversight of shared Admin inbox
- Liaison to tech partner, including overseeing technology on/offboarding and hardware procurement, tracking, shipping, assisting staff with tech issues
- Oversee travel process, forms, budget, policy, and tracking, train staff
- Make travel arrangements and logistical preparation for executive team
- Support CSH board meetings and members
- Oversee CSH policies and procedures and ensure everything is reviewed and approved according to the policy tracker
- Manage SharePoint/OneDrive/Teams- permissions and organization in coordination with tech partner
- Provide administrative support on the Welcome Corps consortium-wide spring meeting including securing meeting space and hotel accommodations
- Oversee file management and records retention plan
- Overall support as directed (5%)
- Support special projects and organizational initiatives
- Train staff on various systems
- Continuously assess and proactively initiate process improvements
- Effectively and creatively problem solve issues ensuring needs of the organization and staff are met and exceeded
- Back-up to Finance Manager and CoS while out of office
Qualifications
Technical Competencies
- Minimum 5-7 years of experience in admin support with non-profit experience desirable
- Undergraduate degree or equivalent experience
- Strong computer literacy with MS365 especially Outlook, Teams, Word, Excel, PowerPoint, OneDrive, SharePoint, Forms, and bonus points for experience in Adobe Acrobat, Airbase, Airtable, and various AI tools to that create efficiencies
- Good interpersonal skills, including excellent oral and written communication skills, and sound judgement
- Strong skills in creating and implementing efficient processes and the experience to bring others along in your vision
- Understanding of complex social situations with ability to manage sensitive and confidential information
- Team player
- Proven time management skills, with experience multi-tasking and prioritizing among a wide range of tasks and projects in a fast-paced environment with minimal supervision
- Experience assisting executive teams and management with work, travel, communications, scheduling and administrative support
- Ability to write neutral, clear, objective, accurate and complete minutes
Key Behaviors and Abilities
- Honest and direct
- Strive to exceed expectations
- Love to learn and build
- Ability to lift others up and make their jobs easier
- Stellar customer service
- Experience and desire to engage in collaborative helping and exceptional hospitality in providing administrative services both internally and externally
- Self-starter, takes initiative, detail and accuracy oriented, tech savvy, organized, problem solver extraordinaire
- Quick, iterative, creative, and has experience working in resource-constrained environments.
- The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining positive, flexible, proactive, resourceful and efficient, with a high level of professionalism, confidentiality and customer service
- Ability to work independently with limited supervision and as part of a collaborative team
- On occasion, ability to be on-call and provide support during non-working hours in the event of travel or an emergency
- Excited about working in and navigating a non-profit/government-adjacent environment with an important mission and values, where staff are compassionate and respect all cultures.
Commitment to Racial Equity and Social Justice
CSH strongly encourages applications from individuals with lived experience in the communities we serve or whose identities are underrepresented in the immigration and protection profession.
Candidates must:
- Have an unwavering commitment to advancing racial equity and ensuring this is reflected throughout the organization’s programs.
- Recognize the intersection of race and economics in shaping education and employment opportunities.
- Work to elevate and amplify the voices of the refugees and displaced persons we serve.
