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Finance & Administration Associate

3 months ago

Boston, United States Partners in Health Full time
Description

Position Title: Finance and Administration Associate (PIH-US)

Reports to: Director of Finance & Administration, PIH-US

Location: Remote US

Employment Type: Full time with 10% domestic travel for team retreats and meetings

About PIH-US:

Partners In Health United States (PIH-US) is the U.S. arm of Partners In Health, a nonprofit, social justice organization. We envision a future in which health is a human right, not a privilege in the United States. We seek the transformation of health and social systems so that structures of oppression no longer determine the quality or length of a person's life.

PIH-US accompanies visionary public health and community partners working to build strong, integrated, community-led health systems across the U.S. PIH-US currently supports local health departments, health providers, elected officials, and community leaders to define clear health and racial equity agendas, and provides technical advising and operational support to deliver on those commitments. Our current focus communities include: Montgomery, Alabama; Chicago, Illinois; Immokalee, Florida; Newark, New Jersey; New Bedford, Massachusetts; North Carolina; and Pima County, Arizona. We capture learnings from across this network to mobilize resources, advance policy change, and lay the groundwork for stronger community health systems nationally.

Position Overview:

We're seeking a dynamic Operations Associate to join our small, agile team within a larger non-profit, where you'll play a pivotal role in driving efficiency and effectiveness. As an Operations Associate, you'll wear multiple hats, assisting in various facets of our department's operations, including but not limited to managing payments and vendors, supporting the team with travel and purchases, organizing team retreats, process optimization, and other administrative tasks. You'll collaborate closely with the Director of Finance and Administration to streamline workflows, manage resources effectively, and ensure projects are executed with precision and timeliness. The ideal candidate is a proactive problem-solver with exceptional organizational skills, a keen eye for detail, a customer service orientation, and a passion for contributing to the growth and success of the Partners in Health United States mission to transform health and social systems. If you thrive in the details but also enjoy a range of evolving activities and are eager to make a tangible impact, we'd love to hear from you.

Responsibilities:

Financial and operations management (55%)
  • Purchasing and Vendor Management: Oversee purchasing processes, including sourcing vendors, obtaining quotes, processing purchase orders, and maintaining credit cards, while ensuring adherence to expense policies, budgetary constraints and negotiating favorable terms. Manage vendor relationships, including verifying invoices, managing group software accounts and subscriptions, tracking payments, and resolving discrepancies, to ensure timely and accurate financial transactions and maintain positive vendor relations.
  • Employee Support: Manage the administrative aspects of employee onboarding and offboarding processes, including documentation, orientation, access setup, and supplies, to facilitate seamless transitions and compliance with company policies and procedures.
  • Documentation and Knowledge Management: Maintain organized documentation and knowledge repositories, including project plans, passwords, procedures, and best practices, to facilitate knowledge sharing and continuity.
  • Team Trainings: Lead training sessions for the team on various administrative processes. Develop training materials and provide hands-on support to ensure understanding and proficiency. Evaluate effectiveness and adjust as needed for optimal learning and productivity.
  • Process Optimization: Continuously evaluate departmental processes and workflows, identifying inefficiencies and proposing solutions to streamline operations and enhance productivity.
  • Data Entry and Analysis: Gather, analyze, and interpret data to provide insights that inform decision-making and drive operational improvements. This may include identifying trends or generating reports.
  • Quality Assurance: Ensure the quality and accuracy of deliverables by conducting thorough reviews, implementing quality control measures, and addressing any issues or discrepancies promptly.
Travel and event coordination (20%)
  • Travel Coordination: Coordinate group travel arrangements, including booking flights, accommodations, transportation, and other logistics, and providing detailed itineraries and travel documents to ensure a seamless travel experience.
  • Team retreats and gatherings: Lead administrative aspects of PIH-US sponsored convenings and events including travel, food, space, ground transportation, and other services, and provide communications and post-event reimbursements to ensure smooth and successful events.
Special projects (15%)
  • Other tasks as needed: Manage select strategic initiatives and serve as contributor for tasks or deliverables under Director of Finance & Administration's purview
Administrative support (10%)
  • Calendar Management: Support 3-4 PIH-US leadership team members with harder-to-schedule meetings and larger team meetings.
  • Hiring Coordination: Schedule interviews with candidates, liaising between hiring managers and candidates to arrange suitable interview times, ensuring a seamless and efficient interview process.
Qualifications:
  • Experience: 3-5 years work experience; Bachelor's degree or equivalent experience; experience in business administration, office management, or a related field a plus.
  • Excellent Organizational Skills: Demonstrated ability to efficiently manage multiple tasks, priorities, and deadlines in a fast-paced environment, while maintaining a high level of accuracy and attention to detail.
  • Strong Communication Skills: Written and verbal communication skills, with the ability to communicate effectively and professionally with culturally diverse individuals at all levels and with varying experience with administrative processes, both internally and externally.
  • Discretion and Confidentiality: Ability to handle sensitive information and confidential matters with the utmost discretion, integrity, and diplomacy.
  • Technology: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications, with the ability to quickly learn and adapt to new technologies and tools. Experience with internal ticketing systems, Concur, Ovation, and Microsoft Teams and SharePoint a plus.
  • Resourcefulness: Resourceful problem-solver with the ability to think critically, troubleshoot issues independently, and proactively seek solutions to challenges as they arise.
  • Adaptability: Flexible and adaptable team player who can thrive in a dynamic and evolving work environment, while remaining calm under pressure and maintaining a positive attitude.
  • Customer Service Orientation: Strong customer service mindset with a focus on anticipating and meeting the needs of the team and providing responsive and proactive support.
  • Stakeholder Collaboration: Proven ability to collaborate effectively with diverse stakeholders, foster positive working relationships and facilitate communication and cooperation across teams.
  • Financial Acumen: Basic understanding of financial processes, including billing, invoicing, and expense management, with the ability to accurately track and reconcile financial transactions.
  • Time Management: Effective time management skills, with the ability to prioritize tasks, manage competing demands, and maximize productivity, while maintaining a high standard of work quality.
  • Mission Orientation: Interest in social justice and overall PIH-US mission


Organizational Profile

Partners In Health (PIH) is a non-profit, global health organization that fights social injustice by bringing the benefits of modern medical science first and foremost to the most vulnerable communities around the world. PIH focuses on those who would not otherwise have access to quality health care. PIH partners with the world's leading academic institutions to create rigorous evidence that shapes more sound and all-inclusive global health policies. PIH also supports local governments' efforts to build capacity and strengthen national health systems.

As of today, PIH runs programs in 11 countries (Haiti, Kazakhstan, Lesotho, Liberia, Malawi, Mexico, Navajo Nation, Peru, Rwanda, Sierra Leone, United States), where it provides direct care to millions of patients, through public facilities and community engagement.

Partners In Health (PIH) is committed to the fundamental principle of equal opportunity and equal treatment for every prospective and current employee. It is the policy of PIH not to discriminate on the basis of race, color, national or ethnic origin, ancestry, age, religion, creed, disability, sex and gender, sexual orientation, gender identity and/or expression, military or veteran status, or any other characteristic protected under applicable federal, state or local law. PIH works in and with a number of governments in and outside the U.S., and to the extent applicable, this statement is intended to incorporate the prohibition of any unlawful discrimination covered by applicable laws in such countries, states and municipalities.

Partners In Health participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9.

Pay and Benefits

The pay range for this non-exempt, hourly position at commencement of employment is expected to be between $60,000 and $65,000/year. The starting salary offered may vary depending on multiple individualized factors, including market for the position, job-related knowledge, skills, and experience.

Subject to the terms and conditions of the applicable plans then in effect, eligible employees may enroll in a 401(k) plan with employer match, as well as participate in organization-sponsored medical, dental, vision, short-term and long-term disability insurance, and basic life insurance plans for the employee and the employee's eligible dependents. Full time employees will receive 15 days of vacation, 12 sick days, 3 personal days, and 3 volunteer days in addition to paid time off during the week between Christmas and New Year's Day, the week of July 4th, and 11 additional holidays annually.