Assistant, Education

Priority Dispatch Corp.; Wolf Trap (VA); Hybrid; USD 40,000 - 55,000; Full time

Job summary

A leading organization is seeking an Assistant, Education to provide administrative support to the Education Department. This hybrid position involves managing budgets, processing invoices, and supporting the VP, Education. Candidates should have strong communication skills and experience with financial transactions.

Qualifications

• Minimum two years’ experience with financial transactions, budgeting, and record-keeping.

Responsibilities

• Monitor and maintain Education budget; support budgeting and reforecasting.
• Process and track contracts; review agreements for compliance.
• Support VP, Education in meetings, track attendance, record minutes.

Skills

Detail-oriented

Analytical

Organized

Strong communication skills

Proficiency in Microsoft Office

Education

Minimum two years’ experience with financial transactions

Tools

FileMaker

Raiser’s Edge

DocuSign

Job description

Job Details

Job Location: Wolf Trap HeadQuarters - Vienna, VA

Position Type: Full-time

Salary Range: Undisclosed

Job Category: Education

Description

POSITION REPORTS TO: Vice President, Education

POSITION MANAGES: None

POSITION LOCATION: Hybrid – days onsite with telework options

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

Duties and Responsibilities

Accounts Payable/Accounts Receivable and Budget

• Monitor and maintain Education budget; support budgeting and reforecasting; maintain budget tracking sheets and narrative documents; assist VP, Education in budget management.
• Communicate with teaching artists about invoices, keep digital records, process invoices in FileMaker, and record/monitor accounts payable and reimbursements. Post payments via Financial Edge NXT.
• Process, record, and monitor accounts receivable, invoices, receipts, and credit card payments via Raiser’s Edge.
• Generate aging reports and reconcile sponsor invoices with Education records; submit monthly reports to Finance, VP, Education, and COO.
• Handle incoming checks, coordinate ACH payments, and manage year-end invoice communications.
• Communicate fiscal policies to independent contractors.

Data Management

• Create reporting tools, manage Education database, liaise with consultants, and maintain accurate records.

Contracts

• Use DocuSign to process and track contracts; review agreements for compliance; monitor purchase orders; draft contracts for programs; provide administrative support for Education services.

Administrative Responsibilities

• Support VP, Education in meetings, track attendance, record minutes, compile quarterly documents, monitor office supplies, handle inquiries, update rosters, and perform other duties as assigned.

Front Desk Coverage (Currently On Hold)

• Support front desk operations, assist visitors, manage security procedures, screen inquiries, and handle deliveries.

Qualifications

Education and Experience: Minimum two years’ experience with financial transactions, budgeting, and record-keeping.

Knowledge, Skills, and Abilities:

• Knowledge of accounts payable/receivable principles, detail-oriented, analytical, organized, independent, strong communication skills, proficiency in Microsoft Office and databases, understanding of data privacy, and alignment with Wolf Trap’s mission.

Physical Demands

• Remain stationary 75%, operate office equipment, occasionally stand, walk, and lift up to 10 pounds.

Applicants must be located in Virginia, Maryland, or D.C., as the Foundation does not offer fully remote positions. Employment is contingent on a background check.

Wolf Trap Foundation is an Equal Opportunity Employer committed to diversity and inclusion. Applicants needing accommodations should contact [e-mail].