Operations & Data Associate - Make-A-Wish® Greater Bay Area
Type Operations
Location Make-A-Wish Greater Bay Area 1333 Broadway Suite 200, Oakland, CA, 94612
Summary
Salary Range: $25.00–$27.00 an hour based on skills and experience
Make-A-Wish Greater Bay Area creates life-changing wishes for children with critical illnesses. Together with generous donors, supporters, staff and volunteers, Make-A-Wish delivers hope, strength, and joy to children and their families when they need it most. Since 1984, our chapter has granted more than 9,500 wishes in our Northern California territory, stretching from Monterey County to the Oregon border. This is an exciting time as we celebrate our chapter’s 40th Birthday and look ahead to the next 40 years of wish granting by continuing to build out our Operations Team.
Reporting to our Operations Manager and Director of Data & Analytics, the Operations & Data Associate demonstrates attention to detail and quality, achieves a low error rate in daily work and is accustomed to completing work according to procedures and standards. The successful candidate sought has strong administration and organizational skills, enjoys having multiple projects simultaneously, has a natural curiosity to research donors and gifts, enjoys working in multiple systems, and is a team player who enjoys operational and data focused work.
This full time, non-exempt position is required to work in the MAW office at least 2 days a week on Tuesdays and Wednesdays, as part of the current hybrid work model. 40 hours per week/8 hours per day position; overtime eligible.
Responsibilities
Operations
- Assistance in day-to-day office tasks and responsibilities across all teams
- Administrative duties including in-bound/out-bound phone and email communications
- Assist in human resource recruitment activities, scheduling interviews, and taking part in first-round screenings
- Draft Job Descriptions in conjunction with managers
- Liaison between teams for processing check requests
- Assist in bi-weekly payroll processing and reconciliation
- Employee onboarding and benefit review
- Assist with organizational evaluations scheduling
- Inventory reconciliation
- Office supply ordering and vendor relationship management
- Month end financial reconciliation
- Ability to work with Ops team on ad hoc projects and reconciliations
Data Support Responsibilities
- Assist Director of Data and Analytics with ongoing database maintenance and database clean-up projects within Salesforce.
- Enter data into Salesforce from a range of sources, including Wish paperwork and event recording sheets
- Assist with data integrity procedures, processes, and policies that efficiently enhance data integrity
- Stay up to date with the functionality of the CRM database and serve as a resource to train and provide support to staff on the tools and technologies used to support data, donor care, and programmatic activities.
Gift/In-Kind Intake and Processing Responsibilities
- Gift/in-kind processing by way of Excel logs to be sent to the National office, using established procedures and guidelines.
- Create, update and maintain donor records and relationships, ensuring all gift and constituent records are up-to-date and accurate, and conduct research on donor records as needed
- Process matching gifts and special gift entry including EFT’s
- Produce and mail gift acknowledgement letters in a timely manner
- Assist in the preparation of special event acknowledgement letters and end-of-year letters
- Other duties as assigned
The organization is in a dynamic and rapidly changing industry. The responsibilities associated with this position will evolve and grow in accordance with organization’s operational needs and growth plans. The incumbent may be required to perform additional and/or different responsibilities based on the future growth plans for the organization.
Requirements
Accommodations will be made to enable individuals with disabilities to perform essential functions.
Education & Experience
- BA or BS preferred or equivalent experience
- 2+ years’ experience in an office environment preferred; experience in financial reconciliations, human resource activities, and operational management a plus
- Nonprofit work or volunteer experience preferred
- Data entry and gift processing experience
- Excellent computer skills within the Microsoft Office Suite
- Knowledge of Salesforce CRM within a nonprofit organization a plus
- Excellent communication skills, both written and interpersonal
- Experience with managing phone call in-take and transfers
- Must demonstrate the ability to quickly learn new concepts and information.
- Must work well under pressure and meet deadlines
- Must be customer-service oriented & a team-player assisting with all projects as required
- Proven ability to work on multiple projects with tight timelines and limited budgets.
- Must thrive in a collaborative, team-oriented environment.
- Commitment to the Make-A-Wish mission
- Able to adapt easily when the course of action or direction changes and pushes on toward long-term goals with a positive focus, even in challenging times.
- Ideal candidate enjoys highly administrative and computer focused work, is well organized, has a high level of accuracy and attention to detail and has ability to meet deadlines
Chapter Benefits
- Employer Paid Medical Plans (for employee only coverage). The Make-A-Wish sponsored Medical Plans include select Kaiser and UHC options. There are additional medical plan offerings available, with related employee costs. Coverage will begin the first day of employment.
- Employer Paid Dental & Vision. Coverage will begin the first day of employment.
- Employer Paid Term Life Insurance and AD&D
- Additional Optional Employee Paid Voluntary Life & AD&D and Voluntary Critical Illness Insurance
- Optional Employee Paid Commuter Benefits and Health Care Flex Spending Account
- Employer Sponsored Retirement Plan with up to a 4% Employer Match - Participation can begin the first of the month, following date of hire
- Currently Recognized 12 Paid Holidays
- Competitive Paid Time Off Bi-Weekly Accrual
How to Apply
Please email info@sf.wish.org with your cover letter and resume. No phone calls, please.
Other Info
An Equal Opportunity Employer
Diversity makes us stronger. Make-A-Wish Greater Bay Area is committed to diversity in its service and creating an inclusive work culture and environment that is reflective of the San Francisco Bay Area. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.