Administrative Coordinator Operations and Finance

Company Background:

Parent Project Muscular Dystrophy (PPMD) is the country’s largest patient organization focused exclusively on Duchenne and Becker muscular dystrophy. Through comprehensive Advocacy, Care, Education, Research programs and the largest global Duchenne patient registry, PPMD accelerates research, impacts local and federal policy, demands optimal care for all families, and strives to ensure access to approved therapies.

For more information, visit www.parentprojectmd.org.

Job Summary

The Administrative Coordinator, Operations and Finance (Coordinator) provides critical, multi-faceted administrative support to the Finance and Operations departments. This role combines administrative expertise and mid-level accounting experience to support the organization's financial processes and operational efficiency, with special emphasis on donation management, general finance processes support and central office administrative functions. The Coordinator is based out of PPMD’s Washington, DC headquarters with potential to work remotely up to 2 days per week.

Key Responsibilities:

Central Operations Administrative Support

Manage front-line communications for PPMD including but not limited to:

• Answer central phone line, directing phone calls to appropriate party as necessary
• Respond to general email inquiries, forwarding emails to appropriate party as necessary
• Process and distribute incoming mail

Manage Central Office Operations (located in DC Headquarters):

• Evaluate existing system, recommend/implement processes and procedures, and manage organization’s central filing system and record retention in adherence with non-profit standard recordkeeping guidelines.
• Execute core administrative responsibilities in line with PPMD operational policies, procedures and processes
• Manage and maintain PPMD physical resources, program/office supplies and store inventory
• At the request of the Chief Business Officer (CBO), work across pillars to manage department/organization wide meetings.

Donation and Financial Processing

Responsible for all donation and accounts receivable processing, including:

• Administering incoming check processing and lockbox procedures
• Conducting lockbox deposit and reconciliation processes
• Assisting with financial reconciliation across all income sources
• Assisting with income entry into MIP financial accounting system
• Evaluating current processes, recommend changes to affect greater efficiency and integration of data with reports, and implement new processes.

Collaborate with Development team on:

• Proper coding and allocation of donations, grants, and other income
• Financial data analysis for fundraising efforts
• Monthly reconciliations across donor recognition and accounting (Salesforce and MIP)
• Act as primary back up for timely donor acknowledgment correspondence through Salesforce when needed

Process and track in a timely manner various payment types including:

• Online banking activities
• Gifts of Stock
• Other financial instruments

Financial Administration

Working with the CBO, Finance Administrator and Comptroller, the Coordinator will evaluate financial software, processes and data integration on organization wide level, recommending and implementing changes which affect greater efficiencies and accuracy of financial reports and analysis.

Assist Comptroller with monthly reconciliations of bank, credit card, and other financial accounts including but not limited to:

• Perform general ledger account reconciliations
• Verify data accuracy and correct errors from internal/external sources

Maintain organized financial files and records (digital and physical)

Support monthly, quarterly, and annual financial closings by:

• Assisting with preparation and posting journal entries
• Completing balance sheet accounts reconciliations
• Managing accruals
• Maintaining donation/fundraising accounts

Assist with:

• Financial reports and Board materials
• Audit preparation and documentation
• Finance committee support and analysis

Administrative Support

• Provide administrative support to the CBO as relates to departmental and Board of Directors meetings including but not limited to:
• Coordinate finance and operations meetings including scheduling; technical set-up; help prepare and distribute materials and exhibits
• Coordinate Board Executive and general Board of Director (BOD) meetings, including distribution of materials in advance of meetings
• Record and distribute meeting minutes

Support budgeting process as directed by CBO

Document and update as necessary general office administration and finance procedures, policies and best practices

Facilitate cross-departmental collaboration by providing materials and information related to financial, operations, and office administration policies, processes and records

Other Duties as Required to facilitate effective financial/administrative operations and staff support.

Qualifications:

Required

• Associate's degree, preferably in accounting, finance, business administration or related field OR post high school certification in accounting-related discipline; bachelor’s preferred.
• 3+ years’ experience in mid-level accounting, financial administration or similar role with emphasis on accounts receivable, account reconciliation, general ledger input/review, audit process and similar accounting functions.
• Proficiency in MIP Fund Accounting or similar financial software, Salesforce or comparable CRM, and Microsoft Office Suite, especially Excel.
• Exceptional attention to detail, accuracy and organizational skills
• Strong analytical and problem-solving abilities
• Ability to handle multiple time-sensitive tasks effectively, efficiently and accurately while maintaining a professional, calm demeanor
• Excellent time management and prioritization skills within deadline-driven position
• Highest degree of professionalism and confidentiality
• Self-directed/ability to work independently and collaboratively within team setting.

Preferred

• Non-profit accounting experience
• Knowledge of fund accounting principle
• Experience with donation processing
• Experience with donation management systems and processes
• Understanding of charitable giving vehicles

Working Conditions:

• Full-time, 37.5 hours per week
• 60%+ Office-based position in DC Office; potential option of 40% remote
• Flexible schedule required during month-end closing periods

Physical Requirements:

This is largely a sedentary role which requires use of PPMD’s technology systems and standard office equipment. This position requires the ability to perform the following tasks with or without reasonable accommodations:

• Ability to keyboard 5+ hours/day with breaks as necessary
• Ability to lift files of approximately 2-3 lbs., open filing cabinets and utilize standard office equipment (computer, phones, postage meter, scanner, copier)
• Ability to communicate verbally (written, speaking with or without assistive devices) in an easily understood fashion
• Ability to travel (local/national) by different modes of transportation and to navigate meeting and event sites as necessary. Minimal travel to outside meetings or events.

Travel: Minimal travel to event or meeting sites anticipated.

Work Authorization/Security Clearance Requirements: Valid Authorization to Work in the United States.

Affirmative Action/EEO Statement:

PPMD provides equal employment opportunities to all employees and applications for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Other duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.