Business Operations Coordinator

Job Description:

WHY CHOOSE US?

Joining The American Red Cross is like nothing else - it's as much something you feel as something you do. You become a vital part of the world's largest humanitarian network. Joining a team of welcoming individuals who are exceptional, yet unassuming. Diverse, yet uncompromising in unity. You grow your career within a movement that matters, where success is measured in people helped, communities made whole, and individuals equipped to never stop changing lives and situations for the better.

When you choose to be a force for good, you'll have mentors who empower your growth along a purposeful career path. You align your life's work with an ongoing mission that's bigger than all of us. As you care for others, you're cared for with competitive compensation and benefits. You join a community that respects who you are away from work as much as what you do while at work.

Where Your Career is a Force for Good!

We are seeking a Business Operations Coordinator for our Dedham, MA office supporting the Massachusetts Region.

WHAT YOU NEED TO KNOW (Job Overview):

The Business Operations Coordinatorwill perform transactional activities such as budget monitoring, handling daily finance transactions, managing local vendor relationships, facilities management, and running records/reports to support the finance, operational and administrative functions. Provide support, development and/or leadership guidance to all volunteers.

Specific Duties:

• Financial & Administrative Reporting: Provides administrative budget monitoring and expenditure review regarding expenses including approval of regional procurement transactions. Collaborates with department leaders to ensure that programs are executed within budget. Prepares and analyzes expense data for department directors.Responds to internal/external requests for expense information and/or documentation as appropriate for input, tracking or reporting.

• eMax for Facility/Asset Management Oversight: Approves and ensures repairs are completed within budget and appropriate system is used to pay vendors, including generating work, service orders, purchase orders; and all functions are updated and current in eMax.

• Facility Documentation: Performs monthly uploads of facility documentation received from Facility Management.

• Volunteer Supervision and Coordination: Provides direction and training to volunteers to handle the administrative transactions necessary for the business, ensuring that their efforts are well-coordinated with the strategic business goals. Evaluates volunteer performance. Plans work schedules, assigns or delegates work daily.

• Events: Trains staff to prepare insurance certificate applications, financial collection processes, and appropriate forms and codes used for regulated items.

WHERE YOUR CAREER IS A FORCE FOR GOOD:

• Provide administrative budget support such as: expense coding, financial report dissemination, analyzing monthly forecasting of expenses, initiation, monitoring, and approval of regional procurement transactions, establishing location processes for cash and card transactions, and ensuring that programs are executed within budget in collaboration with department leaders. May coordinate and train volunteers to assist with less complex daily transactional work.

• Lead system user/training for Business Applications and IT Services using the appropriate system to troubleshoot phone and computer issues for Region and assist with tech services requests.

• Support facilities/asset management by ensuring repairs are completed within budget and managing vendor-related activities such as ensuring the appropriate system is used to pay vendors, maintaining relationships with vendors at each physical location, obtaining proposals for new vendors, providing business plan information for real estate transactions, and updating risk management system with current values/status.

• Maintain fleet inventory records, file, and maintain insurance claims and follow up with estimates/repairs.

• Maintain insurance certificate applications, financial collection processes, and appropriate forms and codes used for regulated items including alcohol to support meeting planning.

• Provide guidance and data for grant reports and respond to internal/external requests for information and/or documentation.

• Develop, maintain, and distribute a regional Standard Operating Procedures Manual to ensure consistent processes/procedures related to operations functions throughout the Region.

WHAT YOU NEED TO SUCCEED:

• Education: High School or equivalentrequired. Associate's degree in Accounting, Business or Public Administration preferred.

• Experience: Minimum 3 years of financial or facilities administrative support experience in community organizations, government agencies, non-profit organizations, business or equivalent combination of education and related experience required.

• Skills & Abilities: Ability to work on a team. Ability to plan, prioritize and organize work to maximize team performance and meet customer expectations. Excellent organizational skills and ability to work with attention to detail. Strong interpersonal skills and the ability to create and maintain collaborative work relationships within the organization and with external stakeholders. Proficient with MS Office software, including Word, Excel, PowerPoint and Outlook.

• Travel: Travel is required throughout the Region with some travel outside of Region. A current, valid driver's license with good driving record is required.

*Combination of candidate's education and general experience satisfies requirements so long as the total years equate to description's minimum education and general experience years combined (Management experience cannot be substituted).

WHAT WILL GIVE YOU THE COMPETITIVE EDGE:

• Proficient in Excel
• Willingness to learn new software modules
• Strong attention to detail
• Ability to handle multiple projects at the same time and work in a face paced environment
• Appreciation of confidentiality and compliance
• Team player

Physical Requirements

Physical requirements are those present in normal office environment conditions. Operational flexibility is required to meet sudden and unpredictable needs. Ability to use a personal computer, applicable software, and office equipment for sustained periods of time. May include sitting for long periods of time, driving a vehicle, and working under challenging conditions.

BENEFITS FOR YOU:

As a mission-based organization, we believe our team needs great support to do great work. Our comprehensive package includes:

• Medical, Dental Vision plans

• Health Spending Accounts & Flexible Spending Accounts

• PTO: Starting at 15 days a year; based on type of job and tenure

• Holidays: 11 paid holidays comprised of six core holidays and five floating holidays

• 401K with up to 6% match

• Paid Family Leave

• Employee Assistance Program

• Disability and Insurance: Short + Long Term

• Service Awards and recognition

The American Red Cross is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.

Qualified applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers, San Diego Fair Chance Ordinance, the California Fair Chance Act and any other applicable state and local laws.

AmeriCorps, the federal agency that brings people together through service, and its partners - the Peace Corps, AmeriCorps Alums, National Peace Corps Association, and the Service Year Alliance - launched Employers of National Service to connect national service alumni with opportunities in the workforce.American Red Cross is proud to be an EONS partner and share our employment opportunities with the network of organizations.

Interested in Volunteering? Visit redcross.org/volunteertoday to learn more, including our most-needed volunteer positions.

To view the EEOC Summary of Rights, click here: Summary of Rights