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Administrator, Operations in Portland, OR at National Multiple Sclerosis Society

Date Posted: 7/25/2018

Job Snapshot

Job Description

The National Multiple Sclerosis Society mobilizes people and resources to drive research for a cure and to address the challenges of everyone affected by MS. To fulfill this mission, the Society funds cutting-edge research, drives change through advocacy, facilitates professional education, collaborates with MS organizations around the world, and provides programs and services designed to help people with MS and their families move their lives forward. We partner with volunteers to accomplish our work. Staff members engage volunteers through effective and timely communications, facilitating meaningful opportunities, and continually seeking and providing feedback for reciprocal growth and learning.
The primary responsibility of this role is to ensure general operations are efficient, in compliance with Society policies and meet state regulations. This role provides support in functional areas of human resources, finance and accounting, risk management, event registration and cash management and general office and equipment maintenance. This role requires a general knowledge of business operations including specialized knowledge of basic accounting principles, human resources, and risk management. This role is both external and internal facing and requires a high degree of relationship management and confidentiality.
Essential Function/Responsibility
A. Finance and Accounting Support

Mail and Revenue Processing -- Execute mail processes and ensure that processing policies are adhered to; provide guidance and support to assigned markets and communicate process improvements to ensure compliance and successful implementation within the market.

  • Open and distribute incoming mail and UPS and run tape of all checks/cash received according to Society policies and procedures
  • Complete check virtual remit procedures within 24 hours and ensure cash deposits are made in a timely manner and compliant with Society controls and policies
  • Upload supporting batch documents to the SharePoint Deposit Workflow system; monitor completion status, facilitate money moves, and conduct data corrections as necessary

Support Centralized Accounting and Finance - Act as chapter liaison to ensure Accounts Payable Receivable functions are compliant with Society controls and adequately covered

  • Work with A/P to support appropriate use of eProcurement to ensure payables are processed in an accurate and timely manner contracts
  • Work with A/P and A/R to resolve chapter payable and receivable inquiries/issues
  • Complete month-end and year end reporting as required
  • Support and coordinate matching gifts process, including verifying donations and enter off-line donations in Luminate

Event Registration and Cash Count Management -- This role will ensure appropriate staff and volunteers are available and trained to execute Society practices and policies to enhance constituent experience and ensure data integrity

  • Act as staff lead for "day of" event registration and donations in various locations or identify designee; prepare day-of event registration materials as needed
  • Partner with Development department with to ensure events are managed with appropriate staffing and volunteer levels and controls are in place for event registration and cash management, set up and logistics
  • Prepare required secure recepticals and mailers for event donations
  • Process all "day of" event donations according to Society policies and defined lockbox protocols
  • Ensure credit card payments (offline and mobile pay) are processed according to Society policies
  • Ensure that all day-of-event data is provided to the finance department within established paramenters

B. Administrator Support

  • Provide support with various chapter administrative tasks such as drafting responses, general event support, returning phone calls, and running reports, as requested and where feasible
  • Support market leads in board meeting set up and management including minutes preparation and GoToMeeting support as requrested
  • Assist with the preparation and distribution of donor acknowledgements letter (tax document)
  • Assist with donor data entry; money moves and resolution of donor data issues
  • Other duties as assigned
  • Provide accurate annual property insurance updates as requested as part of the renewal process
  • Assist other markets with administrative and financial functions as requested

C. Office and Equipment management - Manage general office operations to ensure prudent use of Society resources, safety, efficiency, availability, and follow-up for constituents and staff

  • Ensure office phones are answered in a timely manner, check and update chapter voicemail
  • Order and maintain office supplies
  • Process and track first class and bulk mail and Business Reply Mail; ensure supplies are on hand
  • Maintain and secure all administrative files including documents pertaining to incorporation, license, tax, historical and other key chapter business files according to Society policies
  • Ensure Society contract compliance according to current policies
  • Maintain list of chapter assets and monitor health of office equipment; contact appropriate vendors as needed
  • Respond to landlord inquiries and facility issues in a timely manner

D. Human Resources

  • Assist hiring managers with employee onboarding and off-boarding, including set up of workstations, building access and parking, and managing I9 processes
  • Assist Human Resources with posting federal and state posters
  • Ensure all employment related inquiries are responded to according to Society policies (unemployment, references, employment verification, compensation requests, etc.)
  • Support the Society's Disaster Recovery/Business Contnuity Plan
  • Complete all incident reporting as required by Society policy

E. Volunteer Engagement

  • In partnership with volunteer engagement staff, recruit, train and develop a team of general office and event registration support volunteers to accomplish event and administrative tasks; ensure background checks are performed as required
  • Engage volunteers, effectively communicating and facilitating meaningful opportunities across all functions


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