Finance and Operations Coordinator - Remote

TITLE: Finance and Operations Coordinator

FLSA: NON-EXEMPT

LEAD: Director of Operations

SUMMARY: The Finance and Operations Coordinator supports the day-to-day operational functions of the organization across development, finance, HR, and administration. This role ensures effective collaboration between departments by managing key processes, maintaining accurate records, and supporting internal systems and workflows. With a focus on efficiency and organization, the coordinator helps keep the organization aligned and running effectively.

PMD Alliance is a fast-paced organization committed to fulfilling unmet needs by delivering services in cost effective, efficient, and meaningful ways. All members of the PMD Alliance team commit to and embrace a set of values. These values are intentionally placed above the specific duties as PMD Alliance considers consistency in living these values and beliefs a core part of each board and staff member’s role:

• People are more than their disease.

– Programs will be life-giving and engaging, not simply informative.

– Human connection is a fundamental need; we pay equal attention to living well and learning.

• Transparency is a cornerstone of trust.

– Stakeholder engagement rises from shared and open communication.

– Information is power. We do not withhold information from the people we serve.

• Partnership offers collective success.

– We support existing services in the community; we do not duplicate.

– Each partner has a unique role to play; we seek to amplify our partners’ contributions.

• Sustainability is the essence of organizational health.

– Financial health is a shared responsibility.

– With effective communication & programs, partners will remain as invested in PMD Alliance sustainability as we are.

• Stretching and risk-taking are imperatives.

– Creation of cutting edge, innovative low cost/high impact service is essential.

– Programs must exhilarate the mind, warm the heart, and awaken the body.

– Risking failure is an essential part of learning and growth.

Duties specific to the Finance and Operations Coordinator role:

Compliance

• Coordinate state registration filings, meeting state due dates and ensuring accurate recordkeeping
• Gather and submit deposit documentation and Letters of Agreement for the annual audit
• Ensure Letters of Request and Letters of Agreement are properly uploaded to the database
• Coordinate sponsorship deliverables between the Development and Programs teams in alignment with the terms outlined in sponsorship Letters of Agreement

Finance

• In collaboration with the development team, enter pledged revenues into the database
• Coordinate all revenue invoicing and fee collection processes to ensure timely and accurate payments including providing remittance information to payees
• Record check and ACH donations in Salesforce including proper documentation
• Prepare and distribute donor acknowledgment letters within 48 hours of receiving
• Generate scheduled reports for the CPA team, including weekly online donation summaries and coding
• Review daily online donations, making necessary edits to maintain data integrity
• Facilitate the collection of all ATMRD Congress CME scholarship funds, including creating payment links and conducting follow-up communications
• Process event ticket refunds and generate event ticket discount codes
• Coordinate all post-conference ATMRD faculty honoraria submissions and related documentation

HR

• Assist the Director of Operations in following up on the completion of HR materials, including open enrollment forms, mandatory trainings, and other required documentation
• Support new staff onboarding by coordinating essential setup tasks, including licensing and email access
• Support the offboarding process by managing license deactivation and facilitating the return of organizational materials

Administrative

• Assist community members by answering PMD Alliance 800 number and responding to inquires received by the info@ email inbox, then connecting them to the appropriate staff member, as needed
• Monitor and manage the virtual PO Box, distributing as needed
• Perform accurate and efficient data entry to support organizational operations
• Generate and clean mailing lists to support development and individual giving as well as update any database records post mailing
• Track software subscriptions and associated costs; provide timely reminders to the team about upcoming renewals
• Maintain the master calendar, scheduling key meetings and events
• Assist the Director of Operations with non-program consultant contracts and disclosures, ensuring they are saved, organized, and signed as needed
• Organize and maintain Sharepoint and Teams Channels
• Other duties as assigned

Minimal Requirements:

• High School diploma required
• Comfortability with technology
• Ability to think critically and develop efficient and user-centric processes
• Proficient in Word, Excel, PowerPoint, and internet-based program utilization
• Experience with Salesforce and/or other databases a plus
• Ability to multitask and lead in a fast-paced, rapidly changing environment
• Demonstrated track record of being a strong team player, organized, and detailed
• Exceptional integrity and follow through
• Strong customer service skills
• Ability to office at home; comfortable with telecommunication/teleconferencing
• 5% Travel