Finance Administrator (On-Site)

Location: Woodland Hills, CA, In-Person required

Reports To: Executive Director / Chief Operating Officer

Employment Type: Full-Time, Exempt

About the Organization:

Terasaki Institute is a nonprofit academic research institute dedicated to advancing scientific discovery and clinical innovation. We foster interdisciplinary collaboration, uphold the highest standards of research integrity, and translate knowledge into real-world impact.

Position Summary

The Finance Administrator is a hands-on, detail-oriented operational role responsible for supporting the daily financial functions of the Institute. This includes managing routine accounts payable and receivable tasks, processing financial transactions, maintaining accurate financial records, and ensuring smooth daily workflow within the finance department. The Finance Administrator plays a vital role in keeping the Institute's financial operations running efficiently through consistent, accurate, and proactive day-to-day support.

Key Responsibilities

Audit Coordination & Compliance

Assist in preparing schedules, documents, and reconciliations for annual financial audits- Ensure compliance with nonprofit accounting requirements and federal standards under the direction of Finance leadership

Support financial reporting required for grant and sponsor compliance

Maintain organized, audit-ready financial files and support internal control processes

Accounts Payable & Receivable - Daily Operations

Perform daily processing of invoices, payment requests, purchase orders, and reimbursements

Maintain and update vendor files, coding accuracy, and supporting documentation

Monitor receivables, prepare regular aging reports, and reconcile payments

Troubleshoot discrepancies and resolve routine AP/AR issues promptly

Support digital workflow processes using SharePoint, Financial Edge, and other internal systems

Financial Recordkeeping & Transaction Support

Enter transactions into accounting systems on a daily basis

Maintain organized digital and physical financial records

Reconcile accounts, statements, and departmental charges regularly

Support the month-end close process by preparing documentation and reconciliations

Audit Support & Compliance

Assist in preparing schedules, documents, and reconciliations for annual financial audits

Maintain year-round audit-ready financial files through accurate daily work

Ensure compliance with nonprofit accounting requirements and federal standards under Finance leadership

Support financial reporting required for grant and sponsor compliance

Collaboration & Communication

Coordinate with HR, operations, and research administration as needed for financial documentation

Respond to internal financial inquiries and provide accurate information to staff and vendors

Uphold a culture of accuracy, transparency, and continuous improvement within the finance team

Qualifications

Bachelor's degree in Finance, Accounting, Business Administration, or related field (or equivalent experience)

2-4 years of experience in finance, accounting, or administrative bookkeeping (nonprofit experience a plus)

Familiarity with accounts payable/receivable operations

Working knowledge of GAAP and nonprofit accounting principles helpful

Proficiency with accounting software (e.g., Blackbaud Financial Edge preferred)

Strong skills in Microsoft 365, SharePoint, and digital workflow tools

Excellent organizational, analytical, and communication skills

Ability to handle sensitive information with discretion

Preferred Attributes

Experience supporting federal grant compliance (NIH, NSF, DOE)

Familiarity with sponsored research administration

Commitment to accuracy, integrity, and mission-driven work

Strong attention to detail and a proactive, collaborative work style