Finance & Administrative Operations Coordinator

FLSA Status: Non-Exempt
Employment Status: Full-Time
Reports To: Senior Vice President, Finance and Administration
Work Schedule: Monday to Friday 8 am to 5 pm PT
Work Location: The role follows a hybrid work schedule, combining remote work with periodic on-site responsibilities at the Redmond, WA office. In-person presence is required as needed to advance organizational priorities, engage with team members, participate in cross-functional collaboration, and support key initiatives.

To be considered, candidates must reside and work in one of NWCCU’s approved employment states and be available to work regular Pacific Time business hours. This position is not eligible for employment in international locations. NWCCU is also not currently hiring for this role in California, Hawaii, New York, New Jersey, Connecticut, Rhode Island, Massachusetts, Maine, Vermont, New Hampshire, Michigan, Ohio, Indiana, Kentucky, Tennessee, West Virginia, Virginia, Pennsylvania, Delaware, Maryland, the District of Columbia, North Carolina, South Carolina, Georgia, or Florida.

About NWCCU

The Northwest Commission on Colleges and Universities (NWCCU) is a recognized institutional accreditor dedicated to assuring educational quality and effectiveness across higher education. Our mission is grounded in collaboration, integrity, and a relentless commitment to continuous improvement.

About the Role

The Finance & Administrative Operations Coordinator provides high-quality administrative and operational support to the Finance department, with the potential to support other areas of NWCCU over time. Reporting to the Senior Vice President of Finance & Administration, this role is responsible for coordinating travel-related expense reimbursements, reviewing documentation for accuracy and compliance, supporting meetings and scheduling, auditing invoices, maintaining electronic records, and helping strengthen administrative processes and practices.

This role is well suited for someone who is highly organized, detail-oriented, comfortable using technology, and able to anticipate needs rather than waiting for direction.

successful candidate will combine a service-oriented approach with the judgment and attention to detail needed to identify errors, follow up on discrepancies, and ensure administrative and financial processes are completed accurately and consistently.

The role will also proactively identify opportunities for process enhancements and efficiencies and make recommendations to improve workflows, documentation, systems, and overall department effectiveness.

What You’ll Do

Travel, Expenses & Reimbursements

• Review travel-related expense and reimbursement submissions for completeness, accuracy, appropriate documentation, and compliance with NWCCU policies and applicable reimbursement requirements.
• Verify travel expenses, including lodging, mileage, meals, and per diem amounts, against applicable location-specific rates and guidelines, including U.S. General Services Administration (GSA) rates when appropriate.
• Identify missing documentation, incorrect rates, duplicate or questionable expenses, and other discrepancies and work collaboratively with employees, commissioners, evaluation team members, and other stakeholders to resolve issues.
• Support travel arrangements and related administrative coordination as needed.
• Maintain accurate and organized records related to travel, expenses, and reimbursements.
• Provide clear, service-oriented guidance to individuals submitting expenses while ensuring established policies and requirements are consistently followed.

Finance & Administrative Support

• Review and audit routine invoices, including insurance invoices, vendor bills, and other recurring or miscellaneous expenses, for accuracy and appropriate supporting documentation.
• Assist with organizing, reconciling, and addressing historical administrative and financial documentation as part of ongoing records and process cleanup.
• Maintain organized electronic filing systems and ensure financial and administrative records can be easily located and retrieved.
• Support documentation, data entry, tracking, and other administrative activities for the Finance & Administration department.
• Assist with special projects and other departmental priorities as requested by the SVP of Finance & Administration.

Meeting & Organizational Support

• Coordinate meetings, including scheduling participants, preparing meeting materials, and supporting meeting logistics.
• Attend designated meetings, document clear and accurate meeting minutes, and track follow-up items as needed.
• Assist with calendars, scheduling, communications, and other administrative needs that support effective department operations.
• Coordinate with internal and external stakeholders in a professional, responsive, and service-oriented manner.
• Provide coverage and backup support across teams as business needs arise.

Process Improvement & Operational Support

• Help identify opportunities to improve administrative workflows, documentation, expense processing, filing practices, and other recurring processes.
• Develop and maintain practical tools, checklists, instructions, templates, and other resources that improve consistency and reduce errors.
• Proactively identify outstanding items, incomplete records, process gaps, or emerging needs and take appropriate steps to address or escalate them.
• Help establish sustainable processes and organizational practices that support the Finance department’s future needs.
• Leverage technology and available systems to improve efficiency, organization, and accessibility of information.
• As the role evolves, provide administrative or operational support to other departments or functions across NWCCU as needed.

What You Bring

Required Qualifications

• Demonstrated experience providing administrative, operational, finance-related, or executive support in a professional environment.
• Experience coordinating business travel and reviewing or processing travel expenses and reimbursements.
• Working knowledge of common travel reimbursement practices, including the ability to review receipts, identify discrepancies, and verify applicable mileage, lodging, meal, or per diem rates.
• Strong attention to detail and demonstrated ability to review documentation for accuracy and completeness.
• Strong organizational skills with the ability to manage multiple priorities, follow through on details, and maintain accurate records.
• Demonstrated ability to take initiative, anticipate needs, identify problems, and move work forward with limited day-to-day direction.
• Strong technology skills and comfort learning and using new systems, software, and digital tools.
• Proficiency with Microsoft Office or comparable productivity tools, including Outlook, Word, Excel, Teams, and electronic file-management systems.
• Strong written and verbal communication skills, including the ability to communicate clearly and tactfully when requesting corrections or additional information.
• Demonstrated commitment to responsive, professional, and client-focused service while maintaining appropriate standards, policies, and controls.
• Ability to handle financial, personnel, and organizational information with discretion and confidentiality.

Preferred Qualifications

• Experience supporting a Finance, Accounting, or Administration department.
• Experience working with GSA travel and per diem rates or similar government or institutional travel reimbursement requirements.
• Experience reviewing vendor invoices or supporting accounts payable processes.
• Experience developing or improving administrative procedures, workflows, documentation, or filing systems.
• Experience supporting boards, commissions, committees, nonprofit organizations, associations, higher education institutions, or similarly stakeholder-intensive environments.

Working Conditions

This role requires a flexible schedule, including some evenings and weekends for Commission deliberations and institutional events. Limited travel to the Redmond, WA office required (less than 10%) for internal meetings and the year-end conference.

Compensation & Benefits

Base Salary Range: $30.35 to $33.73 hourly, commensurate with experience.

Benefits: Comprehensive benefits package which currently includes 100% employer-paid health, dental, and vision coverage for employees, a generous retirement plan, paid time off, paid holidays, and professional development opportunities.

Equal Employment Opportunity & Reasonable Accommodation

NWCCU is an equal opportunity employer and prohibits discrimination or harassment based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, veteran status, marital status, or any other status protected by applicable federal, state, or local law.

NWCCU provides reasonable accommodations to qualified individuals with disabilities and applicants with disabilities. If you require assistance or an accommodation during the application or employment process, please contact Human Resources at hr@nwccu.org.

How to Apply

Interested candidates should submit a resume and cover letter to employment@nwccu.org outlining their qualifications and commitment to NWCCU’s mission.