Finance and Operations Associate at The Aspen Institute in Washington, DC

Job description

• The Finance and Operations Associate is a core member of the Finance and Operations (FinOps) team, supporting a wide range of tasks and responsibilities that advance FSP’s priorities and mission. FinOps is a functional team within Aspen FSP created to unify, strengthen, and manage all aspects of FSP’s financial, operational, and administrative infrastructure, including interfacing with development. This role is ideal for an early-career professional with a background and/or interest in nonprofit operations, finance, development, or administration. The successful candidate will be a collaborative, detail-oriented team member who can support cross-functional initiatives, contribute to accurate and timely financial and operational processes, maintain data and systems, and provide project and administrative support. This position is based at Aspen’s Washington D.C. headquarters, with an in-office expectation of a minimum of 2x a week to collaborate with colleagues.

Responsibilities

• Financial Operations
• Support accounts payable processes: Process invoices, set up and maintain vendor records, code expenses accurately, and help ensure payments are completed in accordance with organizational policies and timelines.
• Support accounts receivable processes: Create and send invoices, track receipt of incoming funds, and maintain accurate documentation to support timely and organized revenue management.
• Track expenses and support budget reconciliation: Monitor departmental and project-level spending against approved budgets, identify variances or irregularities, and help prepare financial summaries for team review.
• Maintain financial data and records: Assist with accurate and timely financial data entry in internal FSP tracking tools and Aspen Central accounting systems, helping ensure records are complete, current, and reliable.
• Support budget creation and forecasting: Contribute to annual budgeting and quarterly forecasting and reporting processes by organizing inputs, updating budget materials, and helping maintain accurate financial planning documents.
• Assist with financial closeout procedures: Support monthly and annual closeout activities.
• Operations and Administrative Support
• Support office operations and workplace logistics: Coordinate with Central Workplace Services to ensure FSP’s office space, equipment, and workplace needs are met, including open workstations, conference rooms, Zoom/huddle rooms, and other Washington, D.C. office amenities.
• Provide meeting and administrative support: Schedule shared meeting spaces, assist with light calendar coordination for FSP leadership, and provide general administrative support to help ensure smooth day-to-day operations.
• Maintain operational resources and documentation: Assist with documenting, updating, and organizing FSP policies, procedures, and other internal resources under the guidance of the Associate Director.
• Maintain digital filing systems: Organize and maintain shared drives and electronic files, ensuring contracts, templates, historical records, and other program documents are current, well organized, and easily accessible.
• Support project management and business systems: Assist with maintaining project management tools and other technology platforms used by the program.
• Assist with process improvements: Identify opportunities to improve administrative processes, workflows, and documentation, and support the implementation of enhancements that increase efficiency and improve the team's day-to-day operations.
• Other duties as assigned.
• Development and Grant Administration Support
• Grant support: Assist in drafting, proofreading, and organizing supporting documents for grant proposals and reports; help maintain FSP’s profile within grant portals.
• Track grant expenditures: Assist in monitoring how restricted funds and grant monies are allocated and spent across various projects
• Fundraising and revenue operations: Maintain accurate, up-to-date records in the fundraising pipeline to support both the Development and FinOps teams.
• Customer Relationship Management (CRM): Manage routine CRM entries, support system updates, and reconcile CRM data with internal tracking spreadsheets for consistency.

Requirements

• Minimum 1–3 years of relevant professional experience, preferably in a nonprofit operations, administrative, or finance environment.
• Bachelor's degree in a related field or an equivalent combination of education and relevant work experience.
• Excellent organizational skills with exceptional attention to detail and the ability to manage multiple tasks, priorities, and deadlines in a fast-paced environment.
• Strong written, verbal, and interpersonal communication skills, with the ability to work effectively with cross-departmental colleagues and provide excellent internal customer service.
• Ability and willingness to learn new software, systems, and processes; Proficiency in Google Workspace and Microsoft Office.
• Demonstrated comfort with data and spreadsheets to organize and manage information; experience working with financial data a plus.
• Solid analytical and problem-solving skills, with the ability to identify issues, think through solutions, and follow tasks through to completion.
• Reliable time management skills, with a demonstrated ability to meet deadlines, manage competing priorities, and proactively ask questions or seek clarification when needed.
• Ability to work independently on assigned responsibilities while collaborating effectively as part of a supportive, team-oriented environment.
• A proactive, service-oriented mindset, with a willingness to take initiative, support colleagues, and contribute to the smooth day-to-day operations of the program.
• An interest in and commitment to the mission of the Aspen Institute Financial Security Program.

Skills

Required

• Excellent organizational skills
• Attention to detail
• Excellent internal customer service
• Ability to work independently
• Collaborative
• Proactive, service-oriented mindset
• Willingness to take initiative
• Google Workspace
• Microsoft Office
• Data and spreadsheets
• CRM systems
• Project management tools

Benefits

• The Aspen Institute offers a generous benefits package including health, dental, vision, and prescription benefits, retirement benefits, and paid leave.