Finance and Operations Coordinator

Founded in 1991 by patients, for patients, the Pulmonary Hypertension Association (PHA) is the oldest and largest nonprofit patient association in the world dedicated to the pulmonary hypertension community. Pulmonary hypertension (PH) is a rare, chronic and life-threatening disease of the lungs for which no cure currently exists. Our mission is to extend and improve the lives of those affected by PH. To achieve our mission, PHA engages people with PH and their families, caregivers, health care providers and researchers worldwide who work together to advocate for the PH community, provide support to patients, caregivers and families, offer up-to-date education and information on PH, improve quality patient care and fund and promote research.

PHA seeks mission-driven, talented professionals to join our team of dedicated employees working to advance our mission and improve the quality of life of those who live with this deadly lung disease.

The Finance and Office Operations Coordinator will be responsible for managing the daily office operations of PHA including financial related functions, database processing and reporting, shipping, receiving and restocking event supplies, materials and/or resources available in the PHA office.  

Operations

• Manage shipment process for items ordered through PHA’s online store, as well as requests for materials for staff, including materials for third-party conferences in accordance with the Shipping and Receiving Policy on a consistent, timely and protective and safe manner.
• Restock materials and resources returned to the office in accordance with the Shipping and Receiving Policy; open packages, examine contents and notify the addressee and request instructions.
• Manage in coordination with the Director of Finance and Operations, the ongoing effort to declutter PHA’s office space in preparation for move to future space and maintenance of cleanliness and order of future space.
• Oversee and coordinate with the Director, Finance and Operations with regards to the general maintenance of office equipment and facilities, work with vendors as necessary.
• Retrieve mail on a weekly basis and open mail with at least one member of Development virtually. After opening, deposit checks and scan copies of checks and items from mail and provide them to appropriate departments.
• Enter operations-related expenses into accounting software for approval by Director, Finance and Operations.

Financial – Gift Entry

• Serve as backup to review gift batches (check, credit card, Luminate, Online Express) created by the Development Department and work with Director of Finance and Operations to post revenue.
• Serve as backup to create gift batches for PHA’s Conference and Symposium.
• Serve as backup to create batches for all PayPal charges as well as direct deposits into PHA’s bank account. This involves creating the batch, locating the gift through third party websites, and matching amounts of gifts to PHA’s bank statement.

Financial – Monthly Reconciliation and Audit

• Account for expenses incurred by PHA’s American Express card holders.
• Process monthly insurance invoice, and other miscellaneous invoices for Finance recurring charges.
• In coordination with the Controller & Finance Associate, process, print, and mail vendor checks for PHA using the Sage accounting system.
• Support Finance team in annual financial audit by gathering requested receipts and executed contracts and other documents requested by the auditors.

Raisers Edge/iMIS Database

• Create custom queries and reports for staff on a regular basis. Respond to staff questions about the database as needed.
• Create mail and email lists that segment PHA’s audience in support of PHA’s support groups, events, and membership growth. This includes the mailing list for Pathlight and other seasonal PHA programming.
• Work with other departments to ensure PHA Board, Volunteers, Committees, and Speakers are accurately tracked in Raisers Edge.
• Assist the Director of Finance & Operations in the development and execution of organization-wide efficiency projects designed to clean up or reorganize the database. This involves ensuring PHCC’s key contacts match our database, as well as PHA’s “Find a Doctor” portal.
• Serve as backup to the Administrative Assistant for Patient Advocacy in the creation of mail and email lists for PHA Support Groups.
• Merge duplicate records and run queries to increase data hygiene.
• Monitor PHA email blasts for outdated email addresses.
• Medium volume data entry in the form of support group report forms, sign up forms for PHA’s breadth of activities and roles, targeted email sign ups.

REPORTING RELATIONSHIPS:

• Reports to Director of Finance & Operations

WORKING CONDITIONS:

• Working conditions are normal for a remote office environment. This position is based in the Washington, DC area.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Associate degree or equivalent experience required.
• At least 1-2 years relevant work experience in non-profit organization.
• Knowledge of Microsoft Word, Excel, Outlook, Familiarity with Raisers Edge, iMIS, Sage Intacct and other similar applications a plus.
• Excellent attention to detail and quick learner.
• Ability to maintain confidentiality and exercise good judgment.
• Strong ability to develop and maintain positive, professional relationships.
• Washington, DC area resident preferred as individual will be responsible for coordinating shipping and receiving of shipments for various programs.

CORE VALUES:

All PHA staff members are expected to embrace and demonstrate excellence in the following:

• Commitment to mission-driven work centered on those affected by pulmonary hypertension: We foster cooperation, coordination, and collaboration with internal and external stakeholders to achieve accurate, timely, and successful work putting the patients’ interests first.
• Respect for one another and members of the community: We embrace and celebrate differences and individuality.
• Effective and open communications about needs and goals: We set expectations for clear, respectful, and timely communications with colleagues, members of the community, partners, and other stakeholders.
• Compassion and empathy towards others: We seek to understand and relate to one another, engage in active listening, respond with kindness, offer assistance and positive feedback.

SALARY AND BENEFITS SUMMARY:

• $50,000 - 55,000 per year
• Minimum 3 weeks paid annual leave (15 days); all federal holidays (11 days); and four (4) personal days plus office closure for Holiday break (5 days at end of year).
• Two weeks paid sick leave.
• Choice of free or subsidized medical, dental and vision plans for employees and dependents.
• Employer-paid short-term and long-term disability insurance and life insurance.
• Employer 403b retirement plan contribution at 4% after first year of employment with immediate vesting.
• Annual stipend for professional development.
• Flex working hours and fully remote work environment.

DISCLAIMER:

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements. The Pulmonary Hypertension Association, a 501(c)3, nonprofit organization, is an equal opportunity employer (EOE). For more information about PHA see: www.PHAssociation.org

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