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Administrator, Operations in Waltham, MA at National Multiple Sclerosis Society

Date Posted: 4/6/2018

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 work in partnership with the Operations Manager to ensure general operations are efficient, in compliance with Society policies and meet state regulations. This role provides support in functional areas of general office, mailroom, finance and accounting, event registration and cash management, risk management, volunteer engagement and human resources. This role requires problem solving skills and a general knowledge of business operations including basic accounting principles, human resources, and risk management. This role is both external and internal facing and requires a high degree of customer service, relationship management and confidentiality.
Essential Function/Responsibility
A. Finance and Accounting Support

Mail & Revenue Processing-- The daily priority of this role is processing the mail per Society policies, to ensure revenue is processed accurately and timely

  • Open and distribute incoming mail and deliveries
  • Ensure daily mail and event money processing
  • Daily check scanning deposits and submit Batches to Finance Center
  • Ensure cash receipts processing is compliant with Society controls
  • Process and track outgoing mail
  • Process corporate matching gifts.

Event Registration and Cash Count Management -- Engage in and execute Society practices and policies to enhance constituent experience, protect Society revenue and ensure data integrity

  • Assist Operations Manager and the development department with event registration and cash management
  • Provide support in preparing materials for secure event registration and money processing. Help with secure processing of "day of" event donations
  • Ensure credit card payments (offline and mobile pay) are processed according to Society policies

Support Centralized Accounting and Finance -- In coordination with Operations Manager and Accounts Payable (A/P) and Accounts Receivable (A/R), ensure that processes are compliant with Society controls and adequately covered

  • Support chapter's staff use of Eprocurement per Society policies and facilitate timely payment processes
  • Submit invoices per Society procedures (received at the chapter) to ensure timely and accurate payment
  • Assist Operations Manager research and resolve any outstanding A/R issues
  • Review month-end payment schedule to ensure payments are accurate; work with A/P to resolve discrepancies
  • Complete month-end and year end reporting as required
B. Administrator Support
  • Support Operations Manager with various chapter administrative tasks such as researching inquiries, drafting responses, general event support, returning phone calls, and running reports, as requested and where feasible
  • Provide board meeting and engagement support to Market Lead including collection of defined board engagement data and research, meeting set up and attendance, minutes preparation and GoToMeeting support, as requested
  • Preparation and distribution of donor acknowledgement letters (tax document)
  • Process donor data entry; money moves and resolution of donor data issues
  • Process memorial/tributes notifications and acknowledgements
  • Provide backup support to other markets as time allows
  • Other duties as assigned

C. Office, Mailroom -- In coordination with Operations Manager, manage general office operations to ensure prudent use of Society space, resources, safety, efficiency, availability, and follow-up for constituents and staff

  • Ensure office Voicemails answered in a timely manner, check and update chapter voicemail daily
  • Order and maintain office supplies
  • Process and track first class and bulk mail and Business Reply Mail; ensure supplies and postage are on hand
  • As time allows, provide bulk mailing support to other markets.
  • Maintain and secure all administrative files including documents pertaining to incorporation, license, tax, historical and other key chapter business files according to Society policies
  • Work with Operations Manager to ensure Society contract compliance according to current policies

D. Human Resources 

  • Assist Operations Manager and 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
  • Work with Operations Manager to ensure all employment related inquiries are responded to according to Society policies (unemployment, references, employment verification, compensation requests, etc.)
  • In coordination with Operations Manager, complete all incident reporting as required by Society policy
E. Volunteer Engagement

  • In partnership with Operations Manager and volunteer engagement staff, recruit, train and develop a team of general office and reception volunteers to supportreception and project needs administrative tasks
  • Engage volunteers, effectively communicating and facilitating meaningful opportunities across all functions


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