Job Title: Part-Time Administrative Assistant
Job Description

We are seeking a detail-oriented and proactive Part-Time Administrative Assistant to support our Senior Operations Associate with accounts payable administration and other operational tasks. This role involves AP entry, user setup, report generation, data entry, and providing first-line customer service for grantees, vendors, and staff. The ideal candidate will have experience in nonprofit and grants management, strong organizational skills, and the ability to work both independently and as part of a team.

ResponsibilitiesProvide AP entry support to the Senior Operations Associate and ensure smooth administration of accounts payable.Set up new users in the AP system.Run and process weekly payment imports from the accounting system (Intacct) to the AP system.Generate, format, and distribute monthly departmental reports on spending from the accounting system (Intacct) and Awards Management Database.Provide ad-hoc reporting and analysis from the AP system and Intacct as needed.Code and submit the Operations Team credit card expense report on a monthly basis.Support and provide first-line customer service for grantees, vendors, and staff using the AP system.Assist with due diligence, drafting grant proposals, and contract requests for compliance with IRS regulations and company policies and standards.Support maintenance and data entry activities in knowledge management systems.Assist staff with computer and office equipment troubleshooting as necessary and serve as the primary liaison with outsourced IT support.Coordinate and maintain office equipment, including ordering new equipment, maintaining inventory and fixed asset schedule, and disposing of equipment as needed.Manage the phone system and coordinate with outsourced vendors.Maintain files and provide miscellaneous support to the Operations team.Maintain to-do and follow-up lists for the Operations team as required.Schedule and coordinate meetings.Contribute ideas to continually improve operations workflow and customer service.Take on special projects as requested.Essential SkillsProficiency in Outlook and Microsoft Office Suite.Experience in calendar management and executive administrative support.Two years of administrative experience, preferably in the nonprofit and grants sectors.Project-oriented work in grants and proposals.Data entry in various databases for accounts payable support.Database processing and Excel testing.Typing speed of 40 words per minute.Travel coordination and minute-taking.Administrative support.Additional Skills & QualificationsAssociate degree required; bachelor's degree preferred.Two to five years of experience in the philanthropy/nonprofit sector, specifically in grants management, finance, or accounting.Ability to analyze, think critically, and explain concepts clearly.Strong knowledge and demonstrated capability in Word and Excel.Familiarity with databases such as Nexonia preferred.Experience with SharePoint and comfort with technology a plus.Attention to detail and ability to perform precise work.Capacity to work productively in and contribute to a team structure.Ability to work effectively both independently and in collaboration with colleagues.Ability to meet deadlines and exhibit self-discipline and initiative.Ability to balance competing priorities and resolve conflicts in collaboration with colleagues.Eagerness to learn, willingness to adapt to change, commitment to high-quality standards, and an interest in the organization's mission.Work Environment

This role is currently remote, with the potential requirement to be onsite twice a month. The ideal candidate should be local to Maryland, within an hour's commute for equipment management tasks. The position requires 20 hours per week with a flexible schedule, allowing start times as early as 7 a.m. or as late as 10 a.m., provided there is some consistency during core hours. Our culture emphasizes teamwork, nonprofit mission-based work, and making a difference, with benefits including holiday pay, paid time off, a 401k contribution, tuition assistance, and opportunities for growth.

Pay and Benefits

The pay range for this position is $28.85 - $35.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in Bethesda,MD.

Application Deadline

This position is anticipated to close on Feb 21, 2025.

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\n \n About Aston Carter:\n

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

\n Diversity, Equity & Inclusion\n

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

\n Hiring diverse talent\n Maintaining an inclusive environment through persistent self-reflection\n Building a culture of care, engagement, and recognition with clear outcomes\n Ensuring growth opportunities for our people\n

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

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If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

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