Finance Administration Coordinator

Reports to:
Manager, Finance & Operations

Salary:
$23 - $27 per hour. Salary is commensurate with experience.

Position Type:
Part-time, hours/week (3 days/week)

Location:
63 Tacoma Drive, Dartmouth. Hybrid work model.

Deadline:
October 19, :59pm. Start in November 2025.

About The PREP Academy

The PREP Academy is a community based non-profit organization that inspires and prepares African Nova Scotian students for college and university. We coach students in Grades 10, 11, 12 and continue to provide wraparound supports as they transition and complete college and university. We provide students and parents with access to resources and information, and help them navigate college and university processes. Our culturally informed programs guide students as they plan, prepare and pursue college and university directly after high school.

Position Summary

The Finance and Administration Coordinator plays a vital role in supporting the organization's day-to-day financial operations and administrative functions. Reporting to the Manager of Finance and Operations, this position ensures accuracy in financial processing, record-keeping, and reporting while providing essential administrative and HR support across the organization. The successful candidate will contribute to the smooth functioning of the Finance Department and provide general office coordination. This role requires strong attention to detail, organizational skills, and the ability to manage multiple responsibilities in a fast-paced environment.

Key Responsibilities

Accounting & Finance

• Support monthly reconciliations, budget tracking, and assist in the preparation of financial statements and reports for management and funders.
• Perform bi-weekly payroll processing and related remittances.
• Process accounts payable, receivables, invoices, and employee expense reimbursements in a timely manner.
• Coordinate donation processing, including correcting designations, resolving returned cheques, and updating credit card information.
• Maintain the full cycle of student subsidies, including preparing applications, tracking payments received by the organization, reconciling records, and ensuring accurate disbursement through payroll.
• Support the Manager of Finance & Operations with annual audits, financial grant reporting, forecasting, cash flow monitoring, and other financial analyses as required.

Administrative & HR Support

• Maintain employee files and support HR processes including recruitment, onboarding, orientation, and record management.
• Work directly with staff to process updates to employee records, payroll details, and group benefits enrollment or changes.
• Provide administrative support to leadership and staff, including scheduling, meeting coordination, and document preparation.
• Oversee the organization's general email inbox and refer to the appropriate team member.

Other duties as assigned.

Education and Experience

• Postsecondary education in bookkeeping, commerce, accounting or equivalent.
• Minimum 2 years of experience in a nonprofit environment with working knowledge in fund accounting and preparation of financial statements and reports.
• Proficiency with financial management systems such as QuickBooks Online, DEXT, and related accounting software.
• Strong working knowledge of MS Word, Excel, Powerpoint, and Google Drive; familiarity with CRMs is an asset.
• Demonstrated ability to manage multiple priorities with accuracy and attention to detail.

Ideal Candidate is Someone Who

• Brings exceptional organizational skills with a high level of accuracy and efficiency
• Communicates effectively through strong written and verbal communication skills Finance and Administration Coordinator
• Is proactive, adaptable, and able to work independently while also thriving in a collaborative team environment
• Has the ability to balance competing priorities in a fast-paced, hybrid workplace
• Demonstrates professionalism, discretion, and strong problem-solving abilities in handling sensitive financial and HR matters

Benefits

The PREP Academy supports a healthy work-life balance. We offer health and dental benefits, life insurance, educational assistance, an annual professional development allowance, an annual employee scholarship program, 2 weeks paid vacation to start, free parking, casual dress, flexibility and a paid December holiday shutdown. Employment is subject to a successful clearance of a vulnerable sector search.

How to Apply

Please merge your cover letter and resume into one PDF and:

• send to:
• use the subject header: Finance and Administration Coordinator

Statement of Intention:
We are dedicated to empowering and uplifting Black youth in education through our programs, initiatives, and advocacy. While our mission focuses on serving Black students and addressing systemic inequities in education, our team reflects a commitment to diversity, equity, and inclusion across all identities. We welcome and encourage applications from individuals of all backgrounds. Candidates do not need to identify as Black but must demonstrate a deep understanding of and respect for the lived experiences, cultural backgrounds, and unique challenges faced by the students and communities we serve.

We thank all applicants, however only candidates selected for an interview will be contacted. Employment is subject to a successful clearance of a vulnerable sector check.