Job Opportunities
POSITION TITLE
Human Resources/Finance Administrative Assistant
(New York City)
REPORTS TO
Human Resources Manager/Controller
STATUS
Full-time, Regular, Non-Exempt
DATE OF POSTING
May 13, 2013
RESPONSIBILITIES
Human resources
- Assists in drafting and editing job descriptions and position announcements:
- Posts position announcements through outlets designed to reach targeted audiences; monitors costs and applicant source lists;
- Assists in sorting and screening applicants, and routing applicants to appropriate hiring teams;
- Schedules applicant interviews and reserves appropriate meeting spaces;;
- Assists in maintaining timely correspondence with candidates;
- Enters candidate data into background check portal and assists in scheduling reference checks;
- Assists with the on-boarding process including communication with new hires, verifying I-9 and other documentation, and schedules orientations;
- Maintains physical and electronic employee files with confidentiality and security;
- Maintains HRIS (ADP Workforce Now), benefit portals including health, retirement, and ancillary benefits;
- Assists in the review and processing of monthly invoices;
- Assists with all employee education, special events, open enrollment, and health & wellness programs;
- Updates regularly the Human Resources Intranet portal, emergency staff lists, and other informational resources for employees;
- Tracks the progress of performance evaluations and other time sensitive employee communications;
- Assists in drafting memorandums, general correspondence, reports and presentation materials as required;
- Assists in fielding questions from employees and routes them appropriately; and
- Performs other job-related duties as assigned by the HR Manager.
Finance
- Updates employee changes in ADP PayExpert during each semi-monthly payroll;
- Assists in preparing and processing semi-monthly payroll;
- Processes cash receipts and maintains cash log;
- Organizes and files journal entries;
- Distributes credit card statements to staff;
- Alerts staff of un-submitted expense reports;
- Assists with preparing the monthly government expenditure report;
- Arranges project reports for monthly meetings as well as the annual audit; and
- Performs other job-related duties as assigned by the Controller.
QUALIFICATIONS
- Bachelors degree;
- Minimum 2 years experience in a Human Resources and Finance supporting role;
- Familiar with HRIS; ADP Workforce Now and PayExpert a plus;
- Strong with Word and Excel spreadsheets;
- Must demonstrate initiative and good judgment;
- Excellent customer (employee) service skills and ability to work with all levels of staff;
- Strong and effective time management skills;
- Excellent oral and written communication skills;
- Demonstrates accuracy, attention to detail, and monitors own work to ensure quality;
- Ability to appropriately handle and process confidential and sensitive information;
- Highly dependable and punctual; and
- Demonstrates a high degree of professionalism.
SALARY AND BENEFITS
Mid to high 40s, commensurate with experience. Excellent benefits that include medical, dental, vision and life insurance, 401(k) with employer match, commuting subsidy, and generous time off.
CONTACT
Send resume and cover letter to Human Resources, Guttmacher Institute, 125 Maiden Lane, New York, NY 10038; fax: 212-558-6268; e-mail: Please type in the subject line your first and last name and title of position, and send to:
applytoguttmacher@guttmacher.org
Please note that no telephone calls will be accepted. No agencies please.
POSITION TITLE
Public Policy Assistant
(Washington, D.C.)
REPORTS TO
Director of Policy Analysis and Washington Office Operations
STATUS
Full-time, Regular, and Non-Exempt
DATE OF POSTING
April 22, 2013
RESPONSIBILITIES
- Provide range of administrative support services for 10-person Washington office and may include:
- Interface with NY-based Finance Division and vendors;
- Organize travel and conference registrations;
- Interface with building management and maintain office supplies inventory;
- Liaise with NY-based IT staff and provide IT troubleshooting assistance;
- Maintain office subscriptions and coordinate internal/external mailings;
- Screen and direct telephone calls and public information requests;
- Monitor and analyze state legislation and regulation related to sexual and reproductive health, including maintaining databases of pending and enacted legislation;
- Assist in the execution of public policy research projects; and
- Provide other assitance to staff as needed.
QUALIFICATIONS
- Bachelors degree;
- One year of office experience;
- Organized and detail-oriented;
- Able to set priorities, juggle tasks, work independently and meet deadlines; comfortable working as part of a team;
- Able to synthesize and analyze information, especially in writing;
- Understand state-level reproductive health policy development;
- Proficiency with Microsoft Office, including facility with Access; and
- Experience searching Westlaw databases.
SALARY AND BENEFITS
Low 40s, commensurate with experience. Excellent benefits that include medical, dental, vision and life insurance, 401(k) with employer match, commuting subsidy, and generous time off.
CONTACT
Send resume and cover letter to Human Resources, Guttmacher Institute, 125 Maiden Lane, New York, NY 10038; fax: 212-558-6268; e-mail: Please type in the subject line your first and last name and title of position, and send to:
applytoguttmacherdc@guttmacher.org
Please note that no telephone calls will be accepted. No agencies please.
POSITION TITLE
Meeting Coordinator
(New York City)
STATUS
Full time, Regular, Non-Exempt Staff
REPORTS TO
Events/Board Affairs Manager
DATE OF POSTING
4/8/13
POSITION SUMMARY
The Meeting Coordinator is responsible for the logistical preparation, set up, and breakdown of all the Institute’s conferences, meetings, and events. S/he will also serve as a back up to the Senior Office Services Assistant as needed.
RESPONSIBILITIES
- Prepare and coordinate all meetings and conferences on and off-site;
- Anticipate, troubleshoot and solve onsite and offsite problems seamlessly;
- Handle all logistics associated with meetings and conferences, such as the set up and testing of conference room equipment, including AV, laptops, microphones, Polycom units, video conferencing unit, modular furniture and projectors;
- Manage multiple calendars in MS Outlook; resolve scheduling or logistical conflicts professionally and efficiently;
- Manage, maintain and secure conference room equipment and prepare rooms for upcoming meetings/events;
- Ensure the efficient organization of all aspects of meetings and conferences;
- Assist Events/Board Affairs Manager with the preparation of Board of Directors meetings and special events (catering, hotel accommodation, site inspections etc.);
- Attend off-site meetings/events and set up, break down and secure equipment;
- Coordinate and manage pre-planning meetings/events with project teams;
- Complete checklists for meetings/events to ensure proper execution
- Complete post-event tasks including gathering feedback and evaluation of meetings/events;
- Update the Institute’s Intranet and Board Intranet as appropriate;
- Stock and maintain pantry;
- Serve as backup for Senior Office Services Assistant when needed; and
- Perform other job-related duties as assigned.
QUALIFICATIONS
- High school diploma; some college preferred;
- 3 years experience working in a relevant setting with a strong technology and administrative background;
- Experience using Polycom Videoconference Systems (or similar), wireless micro-phones, Crestron technology, and moving /setting up various electronic equipment;
- Ability to setup, maintain and troubleshoot video conferencing systems in diverse configurations involving notebook computers, microphones, projectors, monitors, speakers and teleconferencing phones;
- Familiar with conference room set-ups;
- High proficiency in MS Office Suite, MS Outlook, and experience in managing multiple calendars;
- Comfort with online technology a plus (Joomla, Adobe Contribute, webcasting blogging, pod-casting, computerized presentations, internet access);
- Strong ability to prioritize, be proactive, and work under minimal supervision;
- Strong organizational skills with an eye for detail;
- Assertive and self-motivated with excellent interpersonal and communication skills;
- Ability to carry, move, and stock conference equipment, supplies, and materials;
- Ability to manage and prioritize multiple assignments and overtime as needed; and
- Consistently exhibit a pleasant and professional manner when interacting with all levels of staff, volunteers and visitors.
SALARY AND BENEFITS
Base wage: Commensurate with experience; 35 hour work week with some overtime required; excellent benefits that include medical, dental, vision, life insurance, 401(k) with employer match, commuting subsidy, and generous time off.
Please note that no telephone calls will be accepted. No agencies please.
CONTACT
Send resume and cover letter to Human Resources, Guttmacher Institute, 125 Maiden Lane, New York, NY 10038; Fax: 212-558-6268; E-mail: Please include in the subject line your first and last name and title of position you are applying for, and send to apply@guttmacher.org
POSITION TITLE
Accountant I (Full-time, Regular, Non-Exempt Staff)
(New York City)
REPORTS TO
Controller
REPOSTING DATE
April 8, 2013
POSITION SUMMARY
The Accountant I is responsible for providing support to the Controller in the general accounting oversight and managing the daily functions of accounting, including payroll, accounts payable, accounts receivable, general ledger, month-end closings, grants management, financial reporting, and audit preparation. The Accountant I works closely with the Controller and the Finance team to ensure compliance with GAAP.
RESPONSIBILITIES
- Preparing and entering general ledger entries into accounting software (Sage MIP);
- Independently prepare payroll for review;
- Prepare and import monthly payroll journal entries;
- 941 Reconciliation quarterly;
- Reconcile Corporate credit card accounts;
- Prepare monthly government grant billings;
- Process cash and credit card receipts;
- Monitor daily cash balance;
- Serve as backup for Accounts Payable; and
- Other duties and special projects as assigned.
QUALIFICATIONS
- Bachelor’s degree in accounting;
- Minimum of 3 years relevant work experience;
- Experience working in a not-for-profit environment;
- Practiced knowledge of Accounting principles;
- Experience with ADP Pay Expert a plus;
- Experience with Sage MIP;
- Knowledge of Concur a plus;
- Must have excellent organization and time management skills; and is
- Self motivated; analytical; able to set priorities; able to communicate well with all levels of staff and external parties; use diplomacy and tact; and is able to work in a team environment.
SALARY AND BENEFITS
Commensurate with experience; excellent benefits that include medical, dental, vision, life insurance, 401(k) with employer match, commuting subsidy, and generous time off.
Please note that no telephone calls will be accepted. No agencies please.
CONTACT
Send resume and cover letter to Human Resources, Guttmacher Institute, 125 Maiden Lane, New York, NY 10038; Fax: 212-558-6268; E-mail: Please include in the subject line your first and last name and title of position you are applying for, and send to apply@guttmacher.org
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