Program Manager - Finance

The American Occupational Therapy Association (AOTA), the national professional association established in 1917 to represent the interests and concerns of occupational therapy practitioners and students of occupational therapy, is seeking a Program Manager, Finance & Operations to add to their team.  

Position Summary
Provides operational and administrative support for Finance (includes administration of various HR, payroll, and benefit programs along with other corporate filings and insurance renewals) and Administration (includes Information Systems & Building Operations).  Finance responsibilities include a wide range of accounting tasks: accounts payable and receivables, budget monitoring, and account analysis. 

Position Specific Duties

• Monitors inboxes: finance and finance fax and responds accordingly.
• Assist with invoicing and posting payments as needed. 
• Management of corporate files. 
• Handles expense processing and coding for Division staff, other senior Executives, and certain key vendors, such as legal or confidential items.
• Maintains physical inventory of all AOTA keys such as fobs, parking transponders and desk/cabinets.  Coordinates the distribution and/or collection of for new and terminated staff.
• Completes vendor supplier requests forms.
• Files quarterly Value Added-Tax (VAT) returns in a timely manner.
• Updates and distributes expense reports, travel policy guidelines for staff and volunteers.
• Ensures annual state registrations are completed for submission for the The FUND.
• Assures compliance with Contract Approval policy.
• Serves as gatekeeper for all executed contracts, uploads to AP system (file copy)
• Administers AOTA's benefits programs. Reviews and processes and approves for payment all plan invoices. Enrolls and deletes employees and initiates payroll deductions.
• Maintains the HR Information System. Ensures that data is current and accurate. 
• Prepares paperwork related to hires, terminations, and employee status changes. Serves as backup to HR for conducting new hire orientations.
• Serves as back up for processing payroll.  Works closely with payroll to submit payroll changes and reviews each payroll before submission.
• Maintains human resources files.
• Administers AOTA’s corporate travel program.
• Assists with retrieval of historical information where appropriate and as needed.
• Provides additional administrative and business support to Chief Officer, Finance & Operations, Division Vice Presidents, and Director of Human Resources on special projects and analyses as needed.
• Other duties as assigned.

Education/Experience/Skills

• Bachelor’s degree from an accredited institution in finance, human resources, business, administration, or related field.
• Two to four or more years of related work experience in finance, human resources, business, administration, or related field.
• A different combination of formal education and experience will be considered.
• Ability to maintain confidentiality of financial and HR information.
• Strong attention to detail and a commitment to quality.
• Ability to collaborate effectively by building relationships across all departments and levels.
• Must demonstrate good judgement and mature business skills, a high level of organizational and time management skills, and flexibility in competently juggling competing priorities and changing expectations. 
• Skilled in critical thinking, analysis, and determining project direction. 
• Excellent written and oral communication skills.
• The position exercises moderate influence upon the actions or operations of others and has a moderate impact on the activities of AOTA. 
• Requires moderate problem solving, judgment and/or innovative thinking to accomplish very broadly defined and/or technically complex responsibilities of the position. The work may involve the development of recommendations for the division/department goals and projects.  Receives broad work direction and objectives.  Broad latitude is given to determine approaches, procedures, and methodologies for accomplishing the work of self and others.  Receives administrative review.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

• Occasionally required to sit.
• Occasionally required to walk.
• Occasionally required to reach with hands and arms.
• Occasionally required to talk or hear.
• Occasionally required to bend, lift, or climb stairs.
• Occasionally required to lift light weights (less than 25 pounds).

Work Environment (In Office)
The noise level in the work environment usually is moderate.

Full-time, Exempt Position
Salary: Commensurate with experience

Selection Process: We only accept applications that follow the electronic process. No phone calls please. This position is subject to background screening. Please E-mail resume and cover letter with salary expectations to jobs@aota.org.

AOTA offers a generous benefits plan including sick leave and paid vacation leave, as well as other types of leave. AOTA benefits include a generous health, dental, and vision plan, contribution to 401k plan, short-and long-term disability plans transportation/parking subsidy, plus much more!

At AOTA, our commitment to equal employment opportunity and affirmative action seeks to ensure a work environment free of discrimination and harassment. AOTA is committed to attaining a diverse workforce that is representative of the community. Individuals with disabilities, veterans, LGBTQ+, women and minorities are encouraged to apply.