Financial Operations Coordinator

JOB TITLE: Financial Operations Coordinator

REPORTING TO: Administrative Services Director

UNIT: Administrative Services

FLSA STATUS: Exempt

POSITION SUMMARY: The Financial Operations Coordinator will play a critical role in supporting New Voices’ day-to-day financial activities and the organization's operational needs. Working closely with the Administrative Services Director, the Financial Operations Coordinator will help implement and execute procedures for the organization to ensure efficiency, compliance with best practices and legal requirements for 501(c)3 organizations, and alignment with the principles of Reproductive Justice. This position will contribute to various operational and administrative aspects and collaborate with the Administrative Services Director, Human Resources Generalist, Executive Assistant, Program Managers, and external service providers to ensure effective operations across the organization. Exceptional attention to detail, coordination acumen, and strong written communication skills are paramount to success in this position.

ESSENTIAL JOB FUNCTIONS: 

• Support the day to day financial operations of the organization, including accounts payable, general bookkeeping, compiling budget and revenue reports, assisting the Administrative Services Director in creation of the annual budget, audit efforts, and 990 preparation, and other general bookkeeping activities.

• Vendor Management: Collect W9s, contracts, and payment information from contractors and consultants; maintain contract files.

• Compliance Efforts: Coordinate with external vendors to manage state charitable registrations, monitor lobbying expenditures, and other compliance related tasks.

• Grant Administration: In collaboration with the Development team and Administrative Services Director, engage in grant administration activities, such as managing payment schedules, logging grant funded expenditures, and assisting in preparation of grant budget reports. Provide necessary financial information to funders to facilitate payment of grant funds.

• Serve as a liaison between the organization's IT service provider and staff to facilitate needed device repairs, purchases, or support.

• Support the Administrative Services Director in creation and maintenance of all finance and operational policies and procedures, as well as creation and maintenance of departmental operations manuals.

• Serve as a vital member of the Administrative Team by providing thought partnership and administrative support for various projects, including implementation and management of organization-wide systems and processes, development of a volunteer infrastructure and other long term goals.

• Perform other related duties as assigned or needed.

EDUCATION/ EXPERIENCE/MINIMUM REQUIREMENTS: 

• Associate's degree in a relevant field or equivalent combination of experience and/or education. 

• Strong written and verbal communication skills.

• Three (3) to five (5) years relevant experience, including entry to mid-level positions. 

• Prior professional or volunteer experience in non-profit, community-based, and/or advocacy organizations is advantageous.

• Experience with spreadsheets, CRM platforms, and accounting software.

• Knowledge of nonprofit accounting principles and IRS regulations preferred. 

• Experience coordinating and managing organizational systems and operations.

• Ability to work independently with minimal supervision in a remote setting.

• Ability to remain proactive, reliable, calm under pressure, and react with flexibility to shifting priorities and timelines.

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and time management.

• Ability to handle confidential financial information with discretion.

OTHER SKILLS/ABILITIES: 

• Affirms the core principles of the Reproductive Justice and Human Rights framework for Black women, Black queer folks, and Black marginalized people.

• Demonstrates discipline and motivation in completing designated assignments.

• Ability to manage multiple tasks and prioritize effectively, ensuring deadlines are met.

• Exceptional attention to detail in managing financial records, reports, spreadsheets, etc.

• Exhibits creativity, resourcefulness, and flexibility. 

ORGANIZATIONAL CORE COMPETENCIES AT NEW VOICES: Our organizational core competencies play a pivotal role in driving impactful programming and a healthy organizational culture that benefits our staff, stakeholders, communities, and beyond. New Voices embodies a culture of self and organizational awareness, team collaboration, and an ongoing commitment to advocating for our causes. We promote adaptability, proactive, thorough, and effective communication, creativity and teamwork, and a commitment to continuous learning. All employees should maintain proficiency in our organizational core competencies, including but not limited to, Stakeholder Engagement, Basic Technology Skills, Systems Management, Financial Acumen, and Problem Solving. We encourage every employee to reach their fullest potential while maintaining our mission, values, and culture.

LEADERSHIP CORE COMPETENCIES AT NEW VOICES: In addition to our organizational core competencies, leadership team members (Executive, Director, and Managerial-level team members) are expected to achieve leadership core competencies. Leadership core competencies play a pivotal role in driving impactful programming and a healthy organizational culture that benefits our staff, stakeholders, communities, and beyond. We ensure that our strategic vision is translated into effective actions and outcomes. Our commitment to Mastering Strategy, Fostering Competence, Driving Innovation, and Demonstrating Business Acumen enables us to lead with purpose and achieve meaningful results. Through transformational leadership we ensure that our strategic vision is translated into effective action and tangible outcomes allowing our team(s) to advance our organizational mission and achieve outstanding individual and team results.

ORGANIZATIONAL RELATIONSHIPS: 

Reports to: Administrative Services Director 

Title(s) of direct reports (if applicable): N/A 

WORKING CONDITIONS: Works in a typical office setting with no exposure to adverse environmental conditions: 1) Occasional travel to New Voices offices in Philadelphia, Pittsburgh, or Cleveland to accomplish essential job functions as needed 2) Frequently required to work at a fast pace 3) Requires considerable concentration and creativity 4) Prolonged periods of sitting at a desk and working on a computer 5) The ability to lift 15 pounds with or without assistance 6) Requires irregular hours including evening and weekend work. 

DISCLAIMER: New Voices for Reproductive Justice is an equal-opportunity employer. All qualified  applicants will receive consideration for employment without regard to race, color, religion, sex, sexual  orientation, gender identity, national origin, or protected veteran status and will not be discriminated  against on the basis of disability.