Project Manager for Operations & Exchanges

About Us

Come join the largest, most diverse network of non-profits promoting relations between the United States and Japan.

Job Details

• Job Type: Full-time
• Work Authorization: Applicant must be legally authorized to work in the United States.
• Overseas Candidates: Candidates may apply from outside of the US.
• Relocation Information: Employer is unable to support with relocation, but is open to applicants willing to relocate at their own expense. Applicants residing within commuting distance preferred.
• Location Type: On-site

Responsibilities

The Project Manager for Operations & Exchanges (“Manager”) reports to the President of NAJAS and has responsibility for managing the budget and finances, and an array of operational and governance support duties to include:

Operations & Finance

• Shared responsibility (with the President and NAJAS Treasurer and Board Finance Committee) for constructing and controlling a budget exceeding $1.5 million, and fiduciary stewardship of NAJAS resources.
• Financial management including building budgets and formulating tracking reports, maintaining bank accounts, overseeing contracted payroll processing and disbursements, as well as collection of member/affiliate dues and other receivables, contributing to an external audit and filing taxes for NAJAS, a 501(c)(3) entity.
• Close management of out-sourced accounting, auditing, IT and other operational service providers.
• Assistance to President in scheduling and work processes with NAJAS Board of Directors and Board Committees and supporting travel requirements of president.
• Oversight of physical office management (office equipping and supply, vendor interaction, subscription handling, and rental actions).
• Assisting in recruiting and on-boarding interns and staff.
• Responsible for maintaining NAJAS’ registrations, business licenses, and insurance policies with contracted support.

Meetings & Conferences

• Manage logistics for the annual NAJAS Network Conference, including budgeting, venue and hotel selection and contracting, conference registration, and shipping/procurement, in collaboration with NAJAS team and conference host member society of NAJAS.

Grants Management

• Administration and joint support with other NAJAS Program Manager of event grants to member societies.
• The Manager has a lead, coordinating role in renewing grant agreements and grant reporting, generates grant expenditure reports, and processes or delegates grant disbursements.
• Update budgets for NAJAS grant programs.
• Oversee and/or produce financial reports for NAJAS grant programs.
• Process grant disbursements to awardees with support of outsourced accountant.

Exchange Administration & Projects

• Administration of two of three exchange programs now supported by NAJAS, including one high school and one thematic exchange program.
• Duties include budgeting, board meeting coordination, financial contribution tracking and reporting, contractor payments, license renewal and other operational and financial support.
• Liaising with grant partner and contractors to maintain a new online data hub for the broader community of Japan-related non-profits.
• Execution and/or oversight of an annual membership survey.
• Assist Manager of Outreach in managing and processing utilization and renewal for NAJAS member benefits and promotional discounts.

Qualifications

The successful candidate will have:

• Enthusiasm for customer service and the NAJAS mission; strong interpersonal skills.
• Proven financial management, administrative management and communications skills.
• Project management experience.
• Facility with building and interpreting budgets and financial trackers, and experience with accounting spreadsheets and financial statements.
• Familiarity with or demonstrated capacity to readily master QuickBooks Online is required
• Excellent attention to detail, organization and time-management skills.
• Experience in event and travel arrangement.
• Strong written and oral English communications skills; Japanese language skill useful.
• Strong IT aptitude and/or working knowledge of software or applications for project management, client relationship/grant management necessary.
• Willingness to work outside of standard work week as occasionally needed and to travel beyond Washington region for not more than 15% of annual work hours are expected.

Benefits

• The starting base salary for the position will be $70,000 - $80,000, commensurate with candidate experience. Annual salary reviews considering both cost-of-living and performance are conducted.
• The employer will contribute 3% of annual salary into a retirement account.
• Employee will be reimbursed apart from salary for health insurance premiums up to $600 per month.
• 6 days of paid sick leave and 15 days of annual paid vacation are provided initially, the latter to be extended to 20 days after the first full year of employment.

Application Instructions

Interested candidates should submit a resume and letter of interest to HR@us-japan.org by May 13, 2026