Finance and Administration Coordinator

WHO WE ARE

Seagull Institute empowers students to soar to their highest potential through transformational learning experiences that combine cross\-cultural education, hands\-on professional development, and customized study abroad programs worldwide.

Inspired by Jonathan Livingston Seagull, we guide students through their own Hero’s Journey—challenging them to push beyond limits and preparing them for the real world with practical skills, leadership development, and personal growth.

Seagull Institute is more than a study abroad provider. We are trusted partners, builders of opportunity, and catalysts for lifelong growth.

WHO WE ARE LOOKING FORYou are disciplined, reliable, and take pride in doing things correctly and thoroughly. You value clarity, precision, and follow\-through, and you understand that strong systems are the foundation of high\-quality work. You bring a Can\-Do Attitude to execution and take ownership of your responsibilities without needing to be asked.

You are detail\-oriented and proactive. You anticipate needs, close loops, and flag issues early rather than letting problems grow. You are comfortable working behind the scenes to ensure that finances, contracts, and administrative systems are accurate, organized, and dependable.

You respect structure, follow processes, and improve them thoughtfully when needed. You understand your role within a broader team and take satisfaction in enabling others to do their work well through clean, reliable support.

This is not a standard 9\-to\-5 role. Flexibility and responsiveness are expected during peak program periods and around program deadlines.

WHY IT MATTERS

“When you have a strong enough WHY, you can bear almost any HOW.” This mindset defines Seagull. We raise standards, push beyond perceived limits, and take pride in doing things exceptionally well. This role matters because without financial rigor and administrative discipline, great programs cannot scale. Tell us in your cover letter why this mission matters to you.

POSITION OVERVIEW

The Finance \& Administration Coordinator is responsible for the financial accuracy, administrative rigor, and back\-office reliability of Seagull Institute. This role reports directly to the President and works closely with the Director of University Partnerships \& Program Design and Program Managers.

This position ensures that programs and business operations are financially sound, properly scoped, contractually aligned, and fully prepared before commitments are made or programs launch.

This role also serves as the Executive Assistant to the President, providing direct, high\-level support through calendar and priority management, meeting preparation and follow\-ups, coordination of sensitive or strategic tasks, and execution support to ensure focus, speed, and alignment across the organization.

KEY RESPONSIBILITIES

1\. Finance \& Financial Control

• Prepare, track, and reconcile budgets across programs and the broader business.
• Validate financial assumptions to ensure costs, revenues, and margins are accurate and documented.
• Issue invoices, track incoming payments, and follow up on outstanding balances.
• Manage vendor payments in alignment with approved budgets and payment schedules.
• Perform post\-program and monthly financial reconciliations with clear variance explanations.
• Proactively flag margin erosion, cost overruns, cash flow risks, or discrepancies to leadership.
• Maintain accurate financial records, including multi\-currency transactions.
• Support leadership with clear visibility into margins, costs, cash flow, and financial risks.

2\. Contracts \& Compliance

• Prepare, issue, track, and archive contracts and financial agreements.
• Ensure contracts and payment schedules reflect approved scope and financial assumptions before execution.
• Coordinate contract execution and documentation with internal teams.
• Maintain compliance\-related documentation (insurance certificates, visa letters, required forms).

3\. Administration \& Business Support

• Maintain organized systems for contracts, invoices, vendors, procurement records, and payments.
• Enforce standard operating procedures (SOPs) for finance, procurement, and administration.
• Ensure clean documentation, version control, and handoffs across teams.
• Maintain institutional memory by documenting past decisions, vendor history, and financial outcomes to prevent repeat errors.
• Proactively surface risks, inconsistencies, or missing information rather than waiting for direction.
• Contribute to continuous improvement of internal tools, templates, checklists, and administrative systems.
• Act as a reliability layer for finance and administration, reducing last\-minute issues and operational friction for leadership.

4\. Procurement \& Program Scoping (Execution Support)

• Support program scoping during the design phase by coordinating with housing, transportation, classrooms, and key vendors to obtain accurate quotes and availability.
• Collect, document, and compare vendor quotes to inform precise program budgets and financial assumptions.
• Translate approved program concepts into detailed cost components prior to contract finalization.
• Validate program feasibility and margin alignment before programs are approved for sale.
• Coordinate procurement logistics, including vendor onboarding, contracts, invoices, payment tracking, and documentation.
• Maintain a structured vendor database including pricing, terms, and historical performance.
• Ensure all financial, administrative, and vendor elements are fully ready prior to program execution; flag gaps or risks early.
• Support clean handoff to program execution teams with complete documentation (vendors, payments, timelines, open items).
• Monitor timelines tied to program calendars and adapt workload during peak program periods.

EXPECTED OUTCOMES (FIRST 6–12 MONTHS)

• Budgets, procurement decisions, contracts, and payment schedules are accurate, complete, and documented.
• Programs are financially validated and properly scoped before being sold or launched.
• Post\-program financial reconciliation and variance reporting are completed consistently.
• Procurement, finance, and administrative SOPs are followed across the organization.
• Leadership has reliable, timely visibility into margins, costs, cash flow, and risks.

LOCATION​Chicago, USA​

This position is hybrid during program planning and preparation phases. On\-site presence is required during live program delivery, depending on program location and needs. Availability and flexibility are expected during program periods.

QUALIFICATIONS \& SKILLS

Required:

• Bachelor’s degree
• 2\+ years of relevant experience in finance, administration, or operations
• Ability to work with a diverse and international team based in the US and Europe
• Meticulous and rigorous work style with strong attention to detail
• Strong organizational skills with excellent time and stress management
• Strong follow\-up and follow\-through habits to ensure tasks are completed accurately and on time
• Clear and precise communication with active listening
• Experience collaborating on program budgets and contracts in a delivery\-driven environment
• Ability to manage multiple deadlines, pivot quickly, and perform effectively in fast\-paced environments
• Ability to work independently while aligning on key decisions
• Strong organizational memory with the ability to retain, contextualize, and apply information
• Entrepreneurial mindset with a solution\-oriented and proactive approach
• Strong Can\-Do Attitude with high energy, motivation, and personal drive
• Demonstrated integrity, humility, and positive team energy
• Flexibility and comfort operating in a fluid, evolving environment
• ​Active curiosity and willingness to continuously learn and adopt AI to increase efficiency, execution speed, and decision\-making quality

Digital Proficiency:

• CRM, Project Management, Budget Management (e.g., Monday.com)
• Xero, Gusto, Ramp
• Google Suite
• ​Email marketing and content tools (e.g., Mailchimp, Canva)

ADDITIONAL EXPERIENCE

• Experience living in a country other than the U.S. (preferred)
• Knowledge of French culture and fluency in French (preferred)

TO APPLY:

Submit your application here:

Job Type: Full\-time

Pay: $25\.00 \- $35\.00 per hour

Expected hours: No less than 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Chicago, IL 60640