Assistant, Education

POSITION

REPORTS TO:

Vice President, Education

POSITION MANAGES: None

POSITION LOCATION: Hybrid – will require days onsite and allow telework

Wolf Trap Foundation seeks an Assistant, Education to provide administrative support to the Education Department.

• Monitor and maintain Education budget; support budgeting and reforecasting procedures for Education department; maintain and provide support with budget tracking sheets and narrative documents for Education project codes. Provide support to Vice President, Education in budget management and oversight.
• Communicate with teaching artists concerning their invoice submissions, keeping a digital record of all documents. Process invoices in File Maker to ensure accuracy and receipt of fully signed contracts, and record/monitor accounts payable including invoices and reimbursements. Post payments through Financial Edge NXT system for approval.
• Process, record, and monitor accounts receivable and subsequent invoices and receipts, including credit card payments via Raiser’s Edge.
• Generate aging reports through File Maker and keep updated sponsor invoice report that is reconciled with Education records. Submit monthly to Finance Department, Vice President, Education and Chief Operating Officer.
• Process incoming checks and documents as needed; coordinate and record ACH payments from Finance.
• Manage end-of-year invoice communication with sponsors and vendors to complete accounts payable and accounts receivable prior to yearend close.
• Communicate fiscal policies and procedures with independent contractors.

• Create reporting tools, manage the development and use of Education’s database system and serve as liaison with consultant.
• Maintain records with accurate, current, and usable information within the database system.

• Using Docu Sign, process, track, and ensure contracts are accurate, signed, and returned with all required documentation in a timely manner for sponsor/partner and independent contractors.
• Review agreements for conformity to Department and Foundation requirements and provide oversight of contracting process across teams.
• Track purchase orders and record information in File Maker; monitor financial fulfillment of contracts.
• Draft Professional Development and Training contracts using File Maker to support Wolf Trap Institute and Community and Service programs.
• Provide ad hoc administrative and technical support for all Education programs to facilitate services.

• Support Vice President, Education in preparation and coordination of Education Committee meetings; track attendance and record minutes-.
• Monitor Education’s office supply inventory and reorder as necessary.
• Respond to general Education inquiries received through main phone line or email; check and distribute Education mail.
• Maintain the Teaching Artist rosters and update as needed; maintain and update Teaching Artist Distributions Lists in Outlook.
• Other duties as assigned.

• Serve as part of a pool of support staff to provide front desk coverage; welcome and assist all visitors to the Center for Education.
• Maintain security procedures by having all visitors sign in and issue volunteer visitor badges.
• Screen, route, and respond to general phone inquiries.
• Accept packages and notify appropriate staff person or department; provide access to loading dock for deliveries.

• Minimum two years’ experience with processing and recording financial transactions (check requests, receipts, budgeting)

• Familiarity with accounts payable and accounts receivable principles and practices
• Strong attention to detail and strong analytical skills
• Outstanding interpersonal, organizational, and multi-tasking skills
• Demonstrated ability to work independently and identify departmental needs
• Strong verbal and written communication skills
• Proficient in Microsoft Office programs and database skills
• Understanding of data privacy standards
• Sensitivity and commitment to the mission of Wolf Trap Foundation for…