Administrative Coordinator for Finance

Why Planned Parenthood South Atlantic?   

We are powerful educators, advocates and innovators for health care.  Be part of the diverse Planned Parenthood Team. Work hand in hand with like-minded individuals in an environment built on collaboration, open communication, and mutual respect. We’re looking for passionate, dedicated people who are eager to make positive contributions to their community and to our mission.  

Why This Role is Exciting: 

As the Administrative Coordinator for Finance supporting the Chief Financial Officer and the Finance Department, you will play a pivotal role in driving organizational success. This position offers the opportunity to provide high-level executive support and strategic assistance, while working closely with senior leadership and the Finance Committee. You’ll handle sensitive and confidential information with discretion, making a meaningful impact at the heart of financial operations. 

Who You Are:  

Passionate about reproductive health care and its role in overall well-being.  

Skilled in building and maintaining strong relationships across various levels of an organization.  

Detail-oriented, highly organized, and able to work both independently and collaboratively. 

Position Details: 

Schedule: Full-time, 35 to 39 hours per week, Monday–Friday. 

Work Environment: Hybrid working 3 days onsite and 2 working remotely.   

Hours: 9 AM – 4 PM 

• Perform administrative support duties and facilitate operations to allow ease of performance for the CFO. 
• Provide back-up for incoming phone calls and emails to the CFO as needed. Respond to requests when the CFO is unavailable. 
• Maintain CFO’s calendar. 
• Review and prioritize all incoming correspondence and requests (emails and mail) for the CFO, maintaining a high level of confidentiality. 
• Communicate with the Treasurer of the Finance Committee, providing up to date information. 
• Attend Finance Committee meetings and take minutes. 
• Ensure timely generation and distribution of materials for all meetings. This includes maintaining the Board of Directors database that contains all Finance meeting material and other pertinent information as is needed by the Finance Committee. 
• Provide support for the CFO and Finance department as requested in all administrative duties including word processing, creation of spreadsheets and presentations, research, travel arrangements, and coordinating meetings within Planned Parenthood South Atlantic (PPSAT) and with external partners. 
• Negotiate with hotels and rental car agencies to establish preferential contracts for PPSAT, taking initiative to improve existing contracts as needed. 
• Maintain electronic and paper files of all contracts, financial reporting packages, grant requests, and government and year end reports. 
• Prepare and distribute monthly financial reports to all departments and managers using the MIP Accounting System. 
• Prepare and distribute Financial Packages for the Leadership Team, Finance Committee, and Board of Directors. 
• Coordinate all Finance Department Policy Stat uploads and changes. Ensure all Finance Department policies are reviewed according to the scheduled timeline, are up to date, and are uploaded in to the Policy Stat system. 
• Maintain the Finance Department information on the Loop, ensuring all department information is current. 
• Investigate and retrieve invoices or other financial documents as needed. 
• Work with auditors to gather information for yearly audit and tax returns 
• Administer the Finance Department Record Retention Policies and Procedures understanding relevant compliance obligations. Arrange for shipment of Finance files to offsite storage; organize and coordinate the retrieval and return of documents from offsite storage vendor as needed. Maintain record retention log. Maintain administrator role with offsite storage facility, updating vendor database with most current contacts and health center address information. 
• Assist with updating forms, policies, procedures, and projects as needed within the Finance department. 

• Bachelor’s degree from accredited college or university plus 3 years of office management experience  
• Or 5 years related experience in lieu of degree. 
• Significant Microsoft Office experience, including excellent word processing and Excel skills. 
• Self-motivated; position has significant autonomy. 
• Work on projects from concept through completion, seeking input and providing feedback as required. 

• Hourly Rate: $30.45 – $36.24 (based on experience and internal equity). 
• Comprehensive Benefits Package: 
• Medical, dental, and vision coverage 
• Health Reimbursement Account 
• 403B retirement plan with employer matching 
• Paid time off and holiday pay 
• Employee Assistance Program