Financial & Participant Logistics Administrator - Army Research Laboratory

Description

The Financial & Participant Logistics Administrator will oversee the financial administration and logistical coordination of participant support activities for the Army Research Laboratory's Military Engagement Program (MEP).

The Administrator will be responsible for processing participant stipends, managing financial records, coordinating housing and travel arrangements, monitoring reimbursements, and supporting program financial reporting.

This position also supports logistical and financial administration associated with the Army Research Technical Exchange (ARTE) and other Government-approved program events.

The ideal candidate will have experience in financial administration, payment processing, travel coordination, and federal program documentation, with a strong commitment to accuracy, compliance, and timely service delivery.

Essential Duties and Responsibilities

• •Coordinate the processing of biweekly participant stipends through the contractor's corporate payroll system.
• •Monitor stipend processing to ensure accurate payments, timely disbursement, and compliance with authorized program funding.
• •Maintain detailed financial records for individual participants, including stipends, housing, relocation, transportation, reimbursements, and other approved expenses.
• •Reconcile financial transactions, invoices, advances, reimbursements, and supporting documentation.
• •Monitor program funding balances, payment discrepancies, and outstanding financial obligations.
• •Coordinate Government-approved student housing arrangements, including identifying potential housing options, managing reservations, and tracking housing payments.
• •Arrange authorized participant travel at the beginning and end of internships, including airfare, rail transportation, personal vehicle reimbursement, and associated travel expenses.
• •Coordinate local transportation services when directed by the Government.
• •Ensure travel, lodging, per diem, and reimbursements comply with applicable Joint Travel Regulation (JTR) requirements and task-order funding limitations.
• •Support the financial administration of the annual Army Research Technical Exchange (ARTE), including authorized attendee travel, lodging, and reimbursements.
• •Coordinate financial and logistical requirements for additional Government-approved networking events, conferences, and program activities.
• •Prepare financial information and supporting documentation for post-award program budgets.
• •Assist in preparing cost estimates, budget narratives, spending projections, and financial justifications.
• •Ensure participant-specific and event-specific variable expenses are not incurred without required Government authorization and available contract funding.
• •Prepare financial inputs for the Monthly Financial and Status Report, including participant expenditures, funding balances, carryover amounts, payment timeliness, and financial adjustments.
• •Monitor the financial impact of participant withdrawals, schedule changes, and other program modifications.
• •Support annual financial reporting, reconciliation, contract closeout, and audit-related documentation.
• •Maintain organized, accurate, and auditable financial records in accordance with applicable contract and Government requirements.

Requirements

• •Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• •Minimum of three (3) years of relevant financial administration experience.
• •Experience processing payments, stipends, reimbursements, invoices, or comparable financial transactions.
• •Demonstrated experience reconciling financial accounts and maintaining accurate financial records.
• •Experience preparing budgets, financial summaries, expenditure tracking reports, and supporting documentation.
• •Experience coordinating travel and lodging arrangements and applying the Joint Travel Regulation (JTR) or comparable federal travel policies.
• •Proficiency with Microsoft Excel, spreadsheets, financial tracking systems, and standard business software.
• •Strong attention to detail, organizational skills, and ability to manage multiple concurrent financial and logistical activities.

Preferred Qualifications

• •Experience supporting federal contracts, Government-funded programs, or federally sponsored education and research initiatives.
• •Familiarity with participant stipend administration, fellowship payments, or internship program financial operations.
• •Experience administering travel, lodging, and reimbursement arrangements for participants across multiple locations.
• •Familiarity with federal financial documentation, reimbursement requirements, and audit practices.
• •Experience coordinating financial activities associated with conferences, symposiums, or large-scale events.
• •Ability to collaborate effectively with program managers, payroll departments, finance teams, procurement personnel, and external service providers.