Interim Finance & Operations Coordinator

The Finance & Operations Coordinator provides administrative and operational support to Boston Arts Academy Foundation's finance function, serving as the primary point of contact for routine finance operations and accounts payable requests from Boston Arts Academy, vendors, and external partners.

Reporting to the Chief Financial & Operating Officer (CFOO), the Coordinator helps ensure that finance processes remain organized, responsive, and moving forward by coordinating day-to-day administrative workflows, coordinating accounts payable and financial documentation, routing requests, following through on outstanding items, and escalating matters requiring financial judgment.

This role is ideal for an organized, service-oriented professional who enjoys building structure, keeping multiple priorities moving, and helping others navigate processes efficiently. Success requires strong follow-through, excellent communication, and the ability to know when to independently resolve routine matters and when to elevate issues for review.

This role has been created to maintain continuity of finance operations during an important period of organizational transition.

• Serve as the primary day-to-day point of contact for routine finance and accounts payable requests from Boston Arts Academy staff, ensuring requests are acknowledged promptly, routed appropriately, tracked through completion, and resolved in a timely manner.
• Coordinate follow-up with BAA staff, vendors, outsourced finance partners, and other stakeholders to keep finance-related requests moving forward and ensure timely resolution.
• Manage the shared finance inbox and route requests appropriately.
• Coordinate invoice collection and accounts payable documentation.
• Maintain vendor files, W-9s, contracts, and finance records.
• Support vendor onboarding and payment administration.
• Coordinate monthly credit card documentation.

• Process incoming finance-related mail, prepare check deposits, and maintain accurate supporting documentation.
• Coordinate documentation for incoming checks, ACHs, and wire transfers.
• Support documentation for revenue reconciliation, restricted funds, and scholarship payments.

• Coordinate documentation for audits, grants, and other financial reviews.
• Track outstanding finance requests and workflows, proactively following up with staff, vendors, and outsourced partners to ensure work remains organized, timely, and moving forward.
• Support process improvements and special projects.
• Escalate issues requiring financial judgment while independently managing routine responsibilities.

This role is best suited for an experienced professional who enjoys bringing structure and organization to a busy, service-oriented finance function and is comfortable working independently with minimal day-to-day supervision.

• Associate's degree or equivalent professional experience.
• Five or more years of experience in finance coordination, business office administration, executive support, operations, or similar roles.
• Strong organizational, communication, and follow-through skills.
• Demonstrated ability to work independently, manage competing priorities, and exercise sound judgment with minimal supervision.
• Comfortable learning new technology and adapting to changing processes.
• High level of discretion when handling confidential information.

• Experience supporting finance, accounting, business office, or nonprofit operations.
• Experience using document management systems and cloud-based business applications.

• Part-time position – approximately 15-20 hours per week. Actual hours may vary based on workload and organizational priorities.
• Expected minimum duration of three months, with potential extension based on organizational needs.
• $35/hour
• Onsite presence required at BAAF office located at 9 Lansdowne Street, Suite 2, Boston, MA 02215

The Boston Arts Academy Foundation is an equal opportunity employer and is committed to fostering a diverse and inclusive workplace. Employment decisions are made without regard to race, color, religion, national origin, ancestry, sex, gender identity or expression, sexual orientation, age, disability, veteran status, marital status, genetic information, or any other characteristic protected by applicable federal, state, or local law.