Finance, Database & Office AdministratorPosition Summary
The Finance, Database & Office Administrator manages UWAC’s financial operations, donor database and granting systems, office administration, and facility coordination. This role ensures financial accuracy, operational organization, responsive communication, and smooth daily office and conference room operations while supporting staff, Board members, renters, partners, and auditors.
This role is required to be in-office on a routine established schedule with up to 8 hours remote.
Reports to: Executive Director
Financial Management & Bookkeeping
· Manage all deposits, payments, and financial entries
· Prepare accounts for monthly reconciliation and Board financial reporting
· Manage QuickBooks Online, including chart of accounts and reporting
· Process financial filings and support payroll documentation (W-2, W-3, 1099s, 941s, TN payroll reports)
· Support annual audit preparation and documentation
Database & Systems Management
· Manage CRM/donor database, including reporting and data integrity
· Reconcile donor records with accounting software
· Manage grant management software
· Maintain general office systems including Google Shared Drive and phone systems
Office Administration & Operations
· Serve as primary point of contact for incoming office calls and visitors
· Manage conference room reservations, scheduling, renter communication, setup coordination, and post-event breakdown
· Ensure conference room renters have needed supplies, technology access, and facility support
· Coordinate office supply inventory and place orders as needed
· Maintain organization, cleanliness, and operational flow of the office environment
· Check office mailbox twice weekly
· Perform minor website updates or notify Executive Director when external support is needed
Board & Governance Support
· Prepare financial documentation for Board and Finance Committee meetings
· Maintain Board minutes and official organizational records
· Coordinate documentation for corporate resolutions and banking needs
Skills & Strengths Emphasized
· Financial accuracy and compliance
· Strong organizational and office coordination skills
· Customer service and professional communication
· Systems and database management
· Ability to multitask and prioritize independently
· Attention to detail and follow-through
Salary & Benefits
- $19.00-$20.25 depending on experience
o Flexible Paid Time Off
o Paid Holidays
o Flexible scheduling when organizational needs allow
o Supportive and mission-driven work environment
o Professional development opportunities
o Collaborative and community-focused workplace
Pay: $19.00 - $20.25 per hour
Benefits:
- Paid time off
- Professional development assistance
Education:
Experience:
- Bookkeeping: 3 years (Required)
Ability to Relocate:
- Oak Ridge, TN 37830: Relocate before starting work (Required)
Work Location: In person
