Finance And Program Administrator
Finance And Program Administrator
Posted on :
08-04-2025
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1 Vacancy
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Job Description
Finance and Program Administrator
Finance and Program Administrator
International Psychotherapy Institute
Located in Bethesda Maryland the International Psychotherapy Institute a postgraduate educational institute providing continuing education for mental health professionals is seeking an experienced Executive Administrator to organize and manage its administrative operations. The Finance and Program Administrator works with the Director faculty digital content manager accountant and board of directors as necessary to provide administrative support for the institutes training programs and courses financial planning and accounting promotion and outreach and daytoday office operations. The Executive Administrator provides staff support to the board of directors faculty and committees across the organization to ensure the smooth operations of IPIs training initiatives and interacts on a daily basis with students and potential registrants.
EXPERIENCE AND SKILLS
Our ideal candidate has a B.A. Masters Degree a plus 6 years of experience in the financial administration of educational programs or a relevant administrative role; has demonstrated leadership and supervisory skills has experience with QuickBooks.
Candidates must have:
Familiarity with a variety of office technologies. Proficient in current standard office software including Microsoft Word PowerPoint and Excel
Strong verbal and written communication skills and the ability to present information effectively.
Ability to develop successful collaborative relationships at all levels within the organization.
Experience with budgeting and tracking income and expenses
Experience and skill in developing and implementing administrative strategies and procedures to support a variety of programs and events
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Pluses: Preferred Candidates will have:
Experience in the administration of educational programs
Familiarity with regulations policies and institutional practices specific to the administration of a nonprofit educational institution.
Knowledge of continuing education provider regulations policies guidelines and standards.
Meeting/Event planning experience
Experience scheduling and implementing virtual meetings using Zoom
RESPONSIBILITIES
Financial Planning and Accounting
Prepares annual and project budgets in coordination with Director and Treasurer.
Assists Director with financial planning including setting registration fees and tuition allocation of scholarship funds
Drafts distributes collects and maintains annual tuition and dues payment agreements for program students and faculty
Responds to billing inquiries
Primary point of contact with accounting/bookkeeping firm.
Reports regularly to the Director and Treasurer as necessary on financial matters and pertinent financial activities involving Administrator and accounting firm.
Provides information as needed to accountant to implement invoicing bill payment payroll and tax filing.
Coordinates preparation of regular financial reports with accountant.
Monitors revenue and expenses
Reviews accounts receivable including Faculty dues/student tuition payment regularly reports to the Director on payment status follows up on overdue accounts
Deposits checks; pays bills
Educational Programs and Courses
Continuing Education and Accreditation:
Maintains familiarity of requirements for providing continuing education credit.
Assists Director in review of program and event planning publicity and learning objectives to ensure compliance with requirements for providing continuing education credit
Monitors training program compliance with accreditation/continuing education approval guidelines
Prepares course evaluation forms continuing education certificates and graduation certificates). Provides evaluation summaries or copies to Program Chairs and Director.
Prepares and submits annual reports and supporting documentation demonstrating compliance with continuing education requirements
Prepares or assists in the preparation of required applications for approval and reaccreditation.
Maintains records as required.
Administrative support to training programs and courses:
Assists Director and Faculty with implementation of programs and courses
Schedules events and maintains organizational calendar
Writes edits and plans dissemination of promotional material in coordination with Director and Digital Content Manager.
Coordinates promotion and website registration process with Digital Content Manager
Reviews student applications for completeness and collects supporting documentation
Assists faculty in collecting and distributing course readings; maintains electronic file of course readings.
Prepares decision letters and other communications to students in collaboration with Program Chairs and Director.
Maintains student record files in accordance with the record retention policies
Responds to inquiries from potential students
Monitors registration coordinates automated communication to students with the Digital Content Manger
Schedules and assigns links for online training; monitors live online events; troubleshoots problems as necessary.
Contracts hotel space as necessary; prepares printed meeting materials; provides onsite logistical support.
Maintains knowledge of secure online HIPAAcompliant conferencing platforms and how to use them (currently Zoom); provides teleconference training for faculty students and guest speakers as necessary.
Works with Digital Content Manager to improve automation of registration process whenever possible
Promotion and Membership
Assists Director in planning promotion and outreach
Coordinates schedule for email and website outreach with Digital Content Manager
Manages Membership program
Implements member programs in coordination with member benefit vendors. Delegates routine membership tasks to the Program Assistant including response to inquiries from potential members and current members distributing information to members updating member lists with vendors managing member Zoom accounts online.
Provides support to Director Board and Faculty Leadership
Coordinates administrative work with Director staff and faculty.
Attends monthly Faculty Steering Committee meetings: provides Administrators report at meeting
Attends Board of Directors Meetings: assists Board Chair and Director in developing meeting agenda; takes Board meeting minutes; assists Chair by scheduling meetings and distributing information to Board Members; meets as necessary with Board Chairman and Director relating to Board duties
General Administrative
Maintains licensing insurance technology and utility accounts and vendor contracts.
Maintains up to date knowledge of technology; Identifies and implements technological improvements including services software and equipment.
Point of contact and response for general inquires and requests for the organization monitors email mail and telephone.
Records: electronic and hard copy organization files. Will implement transition to digital office.
Procurement of office equipment and supplies as necessary
Maintains appropriate confidentiality
Performs other workrelated e.g. administrative budgetary logistical) duties as assigned
Salary:$90100k 5 days onsite.
Finance and Program Administrator
International Psychotherapy Institute
Located in Bethesda Maryland the International Psychotherapy Institute a postgraduate educational institute providing continuing education for mental health professionals is seeking an experienced Executive Administrator to organize and manage its administrative operations. The Finance and Program Administrator works with the Director faculty digital content manager accountant and board of directors as necessary to provide administrative support for the institutes training programs and courses financial planning and accounting promotion and outreach and daytoday office operations. The Executive Administrator provides staff support to the board of directors faculty and committees across the organization to ensure the smooth operations of IPIs training initiatives and interacts on a daily basis with students and potential registrants.
EXPERIENCE AND SKILLS
Our ideal candidate has a B.A. Masters Degree a plus 6 years of experience in the financial administration of educational programs or a relevant administrative role; has demonstrated leadership and supervisory skills has experience with QuickBooks.
Candidates must have:
Familiarity with a variety of office technologies. Proficient in current standard office software including Microsoft Word PowerPoint and Excel
Strong verbal and written communication skills and the ability to present information effectively.
Ability to develop successful collaborative relationships at all levels within the organization.
Experience with budgeting and tracking income and expenses
Experience and skill in developing and implementing administrative strategies and procedures to support a variety of programs and events
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Pluses: Preferred Candidates will have:
Experience in the administration of educational programs
Familiarity with regulations policies and institutional practices specific to the administration of a nonprofit educational institution.
Knowledge of continuing education provider regulations policies guidelines and standards.
Meeting/Event planning experience
Experience scheduling and implementing virtual meetings using Zoom
RESPONSIBILITIES
Financial Planning and Accounting
Prepares annual and project budgets in coordination with Director and Treasurer.
Assists Director with financial planning including setting registration fees and tuition allocation of scholarship funds
Drafts distributes collects and maintains annual tuition and dues payment agreements for program students and faculty
Responds to billing inquiries
Primary point of contact with accounting/bookkeeping firm.
Reports regularly to the Director and Treasurer as necessary on financial matters and pertinent financial activities involving Administrator and accounting firm.
Provides information as needed to accountant to implement invoicing bill payment payroll and tax filing.
Coordinates preparation of regular financial reports with accountant.
Monitors revenue and expenses
Reviews accounts receivable including Faculty dues/student tuition payment regularly reports to the Director on payment status follows up on overdue accounts
Deposits checks; pays bills
Educational Programs and Courses
Continuing Education and Accreditation:
Maintains familiarity of requirements for providing continuing education credit.
Assists Director in review of program and event planning publicity and learning objectives to ensure compliance with requirements for providing continuing education credit
Monitors training program compliance with accreditation/continuing education approval guidelines
Prepares course evaluation forms continuing education certificates and graduation certificates). Provides evaluation summaries or copies to Program Chairs and Director.
Prepares and submits annual reports and supporting documentation demonstrating compliance with continuing education requirements
Prepares or assists in the preparation of required applications for approval and reaccreditation.
Maintains records as required.
Administrative support to training programs and courses:
Assists Director and Faculty with implementation of programs and courses
Schedules events and maintains organizational calendar
Writes edits and plans dissemination of promotional material in coordination with Director and Digital Content Manager.
Coordinates promotion and website registration process with Digital Content Manager
Reviews student applications for completeness and collects supporting documentation
Assists faculty in collecting and distributing course readings; maintains electronic file of course readings.
Prepares decision letters and other communications to students in collaboration with Program Chairs and Director.
Maintains student record files in accordance with the record retention policies
Responds to inquiries from potential students
Monitors registration coordinates automated communication to students with the Digital Content Manger
Schedules and assigns links for online training; monitors live online events; troubleshoots problems as necessary.
Contracts hotel space as necessary; prepares printed meeting materials; provides onsite logistical support.
Maintains knowledge of secure online HIPAAcompliant conferencing platforms and how to use them (currently Zoom); provides teleconference training for faculty students and guest speakers as necessary.
Works with Digital Content Manager to improve automation of registration process whenever possible
Promotion and Membership
Assists Director in planning promotion and outreach
Coordinates schedule for email and website outreach with Digital Content Manager
Manages Membership program
Implements member programs in coordination with member benefit vendors. Delegates routine membership tasks to the Program Assistant including response to inquiries from potential members and current members distributing information to members updating member lists with vendors managing member Zoom accounts online.
Provides support to Director Board and Faculty Leadership
Coordinates administrative work with Director staff and faculty.
Attends monthly Faculty Steering Committee meetings: provides Administrators report at meeting
Attends Board of Directors Meetings: assists Board Chair and Director in developing meeting agenda; takes Board meeting minutes; assists Chair by scheduling meetings and distributing information to Board Members; meets as necessary with Board Chairman and Director relating to Board duties
General Administrative
Maintains licensing insurance technology and utility accounts and vendor contracts.
Maintains up to date knowledge of technology; Identifies and implements technological improvements including services software and equipment.
Point of contact and response for general inquires and requests for the organization monitors email mail and telephone.
Records: electronic and hard copy organization files. Will implement transition to digital office.
Procurement of office equipment and supplies as necessary
Maintains appropriate confidentiality
Performs other workrelated e.g. administrative budgetary logistical) duties as assigned
Salary:$90100k 5 days onsite.
Required Experience:
Unclear Seniority
Employment Type
Part-Time
Key Skills
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