HR & Accounting Coordinator

Title: HR & Accounting Coordinator

Reports to: HR Business Partner

Status: Hourly, Non-exempt

Location: Seattle, WA (Hybrid)

Foundation Overview:

The Max Foundation is a leading global health nonprofit organization dedicated to accelerating health equity. For 28 years, Max has pioneered practical, scalable, high-quality solutions to bring life-extending treatments and patient-centered healthcare to more than 100,000 people living with cancer and critical illness in low- and middle-income countries. Max believes in a world where all people can access high-impact medicines, where geography is not destiny, and where everyone can strive for health with dignity and with hope. Learn more at https://www.themaxfoundation.org/.

Role Summary:

The HR & Accounting Coordinator serves as a critical frontline presence for The Max Foundation and provides essential administrative and operational support for the Seattle headquarters office. This position is responsible for the organized and timely delivery of a variety of administrative tasks under the supervision & direction of the administration department. The role will primarily provide support to the HR & Accounting functional areas, with additional support as-needed for IT, Executive, or office-wide initiatives. This role is also responsible for preparing, organizing, and following up on reports and projects that support global operations as directed.

Responsibilities:

Office & General Administration

• Perform general office administration including managing mail service, office supplies, document organization, conference room bookings, and office access
• Scan and distribute incoming mail to internal team-members, including donations, invoices, etc.
• Maintain list of active vendor relationships for organization; coordinate activities with a variety of relevant vendors, including FedEx, DHL, USPS, & Amazon (including tracking & follow-up)
• Serve as an administrator of DocuSign software and collect internal signatures on behalf of the organization for various needs
• Act as the first point of contact for answering phones, forwarding requests for information or voicemails to relevant personnel, and orienting guests that visit the office
• Serve as a liaison between Max & our facilities contacts at co-working space (WeWork)
• Facilitate access setup for other staff to third-party platforms (FedEx, Amazon, WeWork, DocuSign)
• Coordinate catering for staff meetings and other employee events
• Update administrative SOPs as processes evolve, and maintain electronic database of procedural documents

Human Resources Support

• Serve as an HRIS system specialist in BambooHR, performing various data-entry & paperwork uploading in support of annual initiatives (ex. open enrollment) and personnel compliance items
• Maintain organizational chart; regularly update and upload to SharePoint and HRIS as staffing changes occur
• Support onboarding of new team members, including: the preparation of welcome packets, HRIS onboarding checklists, and initial orientation tour; enter global staff into HRIS system & send initial outreach email
• Track and maintain paper and/or electronic versions of employee & contractor files and service agreements; facilitate annual paperwork renewals for global contractors
• Facilitate annual employee events (ex. annual holiday party); support HR on monthly staff recognition activities (ex. birthday & anniversary programs)
• Support annual paperwork audit via records retrieval, review, and spot-checks; assist in data retention & destruction review, including the removal and shredding of paper files
• Create & administer surveys to collect team-member feedback on various initiatives (MS Forms)

Accounting Support

• Provide ongoing support to staff with credit card resolutions, expense tracking, and system training in banking portal
• Follow-up with team members to collect necessary documentation and receipts; review submitted materials for accuracy & completeness
• Perform data entry activities in accounting systems and audit records, as requested
• Provide ad-hoc accounting support for various annual projects (ex. audits)
• Act as a back-up support in making physical bank deposits and monitoring the accounting and administration email inboxes

Cross-Functional & Project Coordination

• Schedule calls and meetings as requested; serve as owner of standing group calendars, meetings, and agendas, including monthly Admin and HQ Staff meetings; ensure new hires are added to recurring group meetings during onboarding
• Maintain MaxHQ Calendar, ensuring that holidays, global meetings, and Board meetings are updated; follow-up with relevant coordinators and executive assistants to keep calendar current
• Track progress for departmental projects and goals; record and/or take minutes in group meetings, communicate action items to team-members, and circulate recordings/minutes after meetings
• Assist in proposal, creation, ordering, and distribution of annual staff appreciation items in partnership with VP of Communications & Development
• Assist with any travel arrangement changes, as needed (ex. changing dates, refunds, etc.)
• Cross-train in shipping & receiving and support global shipping needs, ex. staff appreciation items
• Support the inventory maintenance of the organization’s storage unit by coordinating with relevant team members to ensure all items are properly tracked, updated, and removed, as needed
• Serve as liaison for cross-functional correspondence; address administrative needs and questions from global staff
• Provide backup day-to-day logistics and reporting for diagnostics programs, including coordination of international mailing, tracking, and communications with global staff members, as needed
• Other duties, as assigned

Qualifications:

• Bachelor’s degree preferred, Associate’s degree or relevant certification required
• 1-3 years of administrative support experience, preferably in an HR or Accounting environment, international or non-profit experience a plus
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint)
• Experience with an HRIS (BambooHR) and/or accounting software (MIP), a plus
• Excellent organizational skills and strong attention to detail
• Strong verbal and written communication skills
• Experience managing bulk mailings, international mailing experience a plus
• Ability to maintain confidentiality of sensitive information
• Customer service-oriented approach with excellent interpersonal skills
• Comfortable working both independently on routine tasks and collaboratively within a team

Skills and Attributes:

• Passionate about The Max Foundation’s mission and vision, and determined to lead and accomplish all goals related to current and future strategic plans
• High attention to detail and a high standard for quality work product
• Understanding of and comfortable in a global environment, with an emphasis on low and middle-income countries
• Passion for exceptional collaboration, and flexibility to do what it takes to elevate positive culture
• Comfort working in a complex, fast-paced, and high-workload environment
• Caring, humble, and people-oriented servant leader
• Resourceful, finds solutions using all available data to overcome challenges impacting the organization