Generosity Les Pas de Fred | Operations and Systems Coordinator

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POSITION SUMMARY

The Operations and Systems Coordinator is responsible for day-to-day administrative operations, grant disbursement, accounting and database management of the organization. He/She/They collaborate with staff and external constituents to ensure the smooth running of daily operations.

Ideal candidates have multi-faceted experience that may include finance, implementation and maintenance of data management systems, general office operations and administration, and communications.

Classification of employees: Exempt, 12 months

Reports to: Director of Development (DD) with responsibilities under the Program Manager (PM)

Hours: Flexible 40-hour work week to be completed in a hybrid manner from your home and in Bryn Mawr’s office (work from home hours to be approved by supervisor)

Wage scale: $50,000 to $58,000

Advantages: Generous health benefits. Flexible and hybrid work schedule. 8 paid holidays and 15 PTO days.

Oversight and Responsibilities

  • Financial direction
    • Manage invoices, payments and communications with all suppliers, including the owner.
    • Recording of financial transactions and collaboration with external consultants and auditors.
    • Support for the development and monitoring of the annual tax budget.
    • Support and assist with financial audit.
  • Development
    • Ensure the accuracy and integrity of the donor database (DonorPerfect).
    • Manage the gift documentation process and deposit all check payments.
    • Records and acknowledges receipt of all contributions received in a timely manner.
    • Program coordination
    • Manage the grant disbursement process, including communicating with families and/or vendors to collect invoices and working with external accountants for financial aid payments and payment tracking.
    • Manage and maintain all family data in the program database (Zengine).
  • Events
    • Manage pledges and payments from event sponsors and attendees.
    • Track event attendees and communicate relevant information to sponsors and guests.
    • Distribute acknowledgment letters after the event.
    • Help prepare for events as needed.
    • Attend all events to help with setup and logistics.
  • Administrative tasks
    • Manage office inventory and supplies, including supplies, equipment, technology, etc.
    • Manage office and electronic files, update, scan and purge files regularly. Ensure that all employee files are maintained in accordance with established policy and procedure.
  • Other assigned duties

Skills

  • Strong organizational skills with expert attention to detail.
  • Strategic and analytical thinker with a proactive approach to problem solving and continuous process improvement.
  • Collaborative, creative and positive
  • Able to work productively independently and as part of a team.
  • High emotional intelligence.
  • Ability to quickly acquire new technical skills.
  • Excellent written and interpersonal communication skills.
  • Strong relationship and donor database skills (knowledge of DonorPerfect and/or Zengine preferred).
  • Strong computer skills and proficiency in all MS Office products.
  • Strong data management and evaluation skills, including producing data-driven metrics.
  • Spanish is not compulsory but desirable.

Qualifications required

  • Bachelor’s degree and related experience.
    • A minimum of 3 years of experience in an administrative role.
    • A minimum of 3 years of experience in an accounting position.
    • A minimum of 2 years of experience in a non-profit organization, either as a volunteer or employee.
  • Extensive experience presenting and communicating with constituents at all levels.
  • Experience in developing and maintaining productive working relationships with supervisors, colleagues, peers, contractors and vendors.
  • Proof of full COVID-19 vaccination prior to required start date, including any CDC-recommended boosters.

About Us

Fred’s Footsteps mission is to provide a bridge of financial support to working families in the greater Philadelphia area who find themselves in crisis due to the costs associated with caring for a critically ill, injured or disabled child.

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