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.
- 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).
- 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
- 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.
- 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.
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.