MAG Seeks an Operations Coordinator

Thursday, July 15, 2010

MAG is seeking an Operations Coordinator for a salary of $38-45,000 DOE. The Operations Coordinator will be given overall supervision by the Manager of Institutional Development while the Deputy Director supervising the direct administrative support for her and the Executive Director supervising the accounting support. The Operations Coordinator will also work closely with the accountant on the finance duties.

Provide accounting support

Manage accounts payable by coding expenses, collecting and providing source documents to the accountant, and giving reimbursements.
Manage accounts receivable by preparing invoices, tracking payments, collecting outstanding invoices, depositing checks, and verifying cash receipt.
Import timesheets into QuickBooks.
Manage payroll, insurance, and benefits.
Work directly with accountant on annual audit preparation.
Assist with other finance duties as requested.

Provide administrative and office management support

Schedule appointments, draft emails, and conduct research for the Executive Director and Deputy Director.
Receive telephone calls and distribute mail and faxes.
Maintain the master calendar with organization-wide meetings and events.
Manage administrative processes related to contracts and fundraising.
Scan, organize, and maintain hardcopy and electronic files.
Write summary of decisions and next steps agreed to at staff meetings.
Coordinate mail-merging, printing, and assembly of donor appeals.
Send out donor and thank you letters and track donations.
Manage enewsletter recipient list and collect new contact information from staff and Board.
Track marketing relationships in Salesforce.
Troubleshoot IT equipment and software issues and arrange for regular maintenance and repairs as needed.
Order, maintain, and keep inventory of office supplies, equipment, marketing materials, and publications.
Fill order requests for MAG publications.

Provide support to consulting work and other projects

Assist with gathering background information.
Schedule interviews and make travel and hotel arrangements for consultants.
Handle the production of staff and client meeting agendas, materials, and logistics.
Type up notes from client meetings and proofread and format client documents.
Create, send, and track surveys via SurveyMonkey.
Help develop support structures for projects.
Assist with project execution and progress tracking.
Provide additional support as requested.

Qualifications

High school degree required. Bachelor degree preferred.
3-5 years experience with administrative and financial management.
Self-starter with excellent problem-solving skills and desire to take on new challenges.
Strong ability to coordinate, prioritize, and execute multiple activities at the same time.
Very detail-oriented with strong organization, time management, and follow-up skills.
Excellent writing, editing, and verbal communication skills.
Strong interpersonal skills and ability to work both independently and in teams.
Comfortable with working alone in an office at times.
Strong proficiency in QuickBook, Microsoft Word, Excel, and PowerPoint and general comfort with technology. Familiarity with Salesforce and SurveyMonkey a plus.
Ability to easily and quickly learn and utilize new technology well.
Desire to support those working on progressive issues of social and economic justice
Interested in learning the business side of a nonprofit consulting group.

How to Apply
Email a resume and cover letter to Sandra Kim, Manager of Institutional Development, at skim@magmail.org. This is a rolling application process so early applications are advised. Thank you for your interest in MAG.

The Management Assistance Group is committed to diversity and inclusion in every aspect of its work. We encourage people of all backgrounds and abilities to apply for this position. MAG is an equal opportunity employer and considers all applications without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.