Senior Membership & Finance Assistant

Job Description Summary:

The National Academy of Engineering (NAE) is looking for an energetic, innovative, detail- and results-oriented professional to serve as its Senior Membership & Finance Assistant.

Working under the supervision of the Membership Director and appropriate membership/finance supervisory staff, the Senior Membership & Finance Assistant will provide administrative and clerical support for Memorial Tributes and all facets of membership financials, ensuring process and procedures run smoothly and are completed within set deadlines. It is anticipated that these responsibilities will require approximately 75% of the assistant’s time. In the remaining 25% the assistant will provide support to the NAE senior accountant. Duties will include daily cash entries and assistance with the monthly financial closing of the NAEF books.

Job Description:

ESSENTIAL JOB DUTIES

• Assists Senior Membership Associate in responding to incoming requests regarding Memorial Tributes information in a friendly, professional, and courteous manner via mail, email and/or phone.

• Enters deceased members' information into the institution-wide membership database (Impexium) and corresponds with the appropriate NAS/NAM/Diamax staff for updates of deceased members for joint Academy accounts.

• Assists with activities relating to arrangements and preparations for the publishing process of Memorial Tributes and mailing distributions (physical and digital), including tracking responses, research on family members, preparing mailings, and providing weekly status updates to the NAE Editor.

• Coordinates membership dues process including mailing arrangements, handling transactions, payments, and online payments. Reviews reconciliation of dues with the appropriate financial staff members.

• Assists the Membership Director and appropriate managers in tracking monthly expenditures and credit card reconciliations for the entirety of the Membership Office.

• Performs office tasks including answering telephone, email, and shared email account inquiries, and processing requisitions and vouchers. Occasionally assists with member login help requests.

• Main point of contact for processing of Membership Office travel expense reports.

• Works closely with colleagues of all levels to assists in the coordination of cross-departmental projects such as publications, financials, and managing large mailings and communications.

• Provides staff assistance with registration and other events at the NAE Annual Meeting.

• Responsible for recording daily cash receipts of donor contributions and coordinating with Development when questions arise.

• Assist with monthly financial close for NAEF.  Track numerous fund investments and prepare journal entries for input of transactions into accounting system.

• Support year end independent audit of NAEF.  Duties may include maintaining excel spreadsheets for restricted funds, income allocation, and annual investment activity.

NONESSENTIAL JOB DUTIES

• Related duties and special projects as assigned.

JOB SPECIFICATIONS

Required Knowledge, Skills, and Abilities:  Moderate to advanced knowledge of a variety of software packages: MS-Word, MS Excel, MS Access, Lotus Notes, and MS Outlook.  Ability to solve problems using the application or selection of commonly used rules, procedures, and precedents.  Ability to operate using some latitude for independent judgment and action.  Ability to work successfully in a team environment.  Ability to develop relationships with co-workers, members and employees in other National Academies’ departments through effective communication.  Excellent written and verbal skills with a proven ability to effectively interact with all levels of employees.

Minimum Education/Training Requirements:  High School Diploma, GED, or equivalent knowledge.

Minimum Experience:  Four years of related administrative or clerical experience.

Physical Capabilities:  Ability to work at a computer for extended periods of time.

Required Licenses, Certification or Registration:  None.

Supervisory Responsibilities/Controls:  Reports to Director, Membership.  Supervisor is available to assign work and assist in problem resolution.

Compensation Range: The National Academies of Sciences, Engineering, and Medicine support equity, fairness, and transparency in our compensation programs. An estimated compensation range for this position is $23.04 - $28.79 per hour. Compensation offered to the selected candidate will be based on the candidate’s relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work expe