Operations Specialist - Greater New York

The Cystic Fibrosis Foundation is a leading healthcare nonprofit organization like no other. For decades, we have been taking major steps and pioneering new ways to advance the mission to find a cure for cystic fibrosis and to provide all people with CF the opportunity to lead long, fulfilling lives by funding research and drug development, partnering with the CF community, and advancing high-quality, specialized care.

We are the global leader in the search for a cure for cystic fibrosis and nearly every CF drug and therapy available today was made possible because of CF Foundation support. We did this not only for the close to 40,000 people living in the U.S. with CF - and the estimated 105,000 people worldwide - but for the people with CF and families who have worked tirelessly to support the mission.

These achievements have required dedication and unwavering commitment from a talented team of CF Foundation employees. We promote an environment that attracts -- and retains -- a diverse group of talented people who are passionate about eradicating this disease . Join us and you will join an amazing team, devoted to our community, and our mission.

Position Description

The Cystic Fibrosis Foundation (CF Foundation) and its employees embrace their commitment to its core values. These core values are the pillars on which the CF Foundation stand and will continue to sustain us as we move forward.

• Keep sight of what really matters: Our decisions are based on what is best for people with cystic fibrosis and their families.

• Aspire for excellence in all we do: We take pride in our work. We are committed to continuous learning and improvement.

• Stronger together: We collaborate and work together so that we can learn more and achieve more.

• Innovate with courage: We embrace challenges. We reach beyond boundaries in pursuit of our vision.

• Care about our people: We deeply care about each other and all who support our shared mission. We listen with respect. We support one another.

We are a nonprofit, donor-supported organization that has raised and invested billions of dollars to help develop cystic fibrosis therapies that have changed the lives of people with this disease. Nearly every CF medicine available today was made possible because of Foundation support.

POSITION SUMMARY:

The Operations Specialist supports the Executive Director, Associate Executive Director and development staff in a collaborative manner to facilitate the chapter's revenue processing/accounting procedures, meet office administrative needs, execute events and other chapter programs. This position provides logistical and administrative support to events and chapter programs. The Operations Specialist maintains professional and supportive relationships with volunteers and carries out responsibilities in a manner that supports a donor and CF patient and family centric culture. Accurately communicates and raises awareness about CF and the work of the Cystic Fibrosis Foundation. Educates CF families, patients, and caregivers with up-to-date information on research progress, access to healthcare, pending legislative issues on both a local and national level, and other services provided.

In all aspects of their role, the Operations Specialist strives to deliver quality results in a manner that is respectful and supportive of others and to help build a strong team environment that fosters creative and innovative ways to improve the lives of those with CF and their families.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Financial

• Carries out all responsibilities in compliance with CF Foundation policies, audit procedures and accounting manual including petty cash reconciliations and proper awarding of cash prizes.

• Reconciles P+L statement monthly; reviews monthly general ledger, completes and submits month-end reports for Executive Director review and approval.

• Processes receipts and event payments.

• Calculates Fair Market Values in accordance with pre-event performance reports and submits to appropriate Development staff for review and approval.

• Processes matching gift forms and invoices for outstanding revenue after events.

• Submits contracts and invoices through Workday.

• Maintains chapter accounting file, secures documentation as necessary.

• Assist Executive Director and/or AED as needed with year-end projections report.

• Processes revenue for submission to CRP in adherence with audit requirements, obtains money orders as necessary.

• Prepares reports as needed for the Executive Director and development staff.

• Prepares event and chapter in-kind receipts.

Administrative

• Updates social media and coordinates eblasts and Emma emails; coordinates letters, mailings, and lists.

• Participates in bi-monthly Specialist conference calls, follows suggested best practices, and shares operational and compliance information discussed with chapter staff members.

• Orders office supplies, maintains equipment, and ensures new staff have needed equipment.

• Responsible for opening mail and postage meter reimbursements; travels to Post Office as required.

• Ensures proper HR signage is posted in the chapter office.

Events

• Assists with logistics of events as assigned.

• Secures and submits venue contracts and permits needed for events.

• Oversees registration and check-out areas at events as well as enters guests and creates table assignments.

• Solicits in-kind donations for events.

• Fulfills prize orders, organizes letters, mailings, and lists.

• Orders and creates pre-event and event-day materials as well as sponsorship and other event/solicitation materials.

• Organizes event-day supplies.

• Responsible for securing event-day volunteers and assists with training volunteers.

• Responsible for Maintenance events and provides customers service/supplies to third party event committee volunteers.

• Distributes educational materials at cultivation and fundraising events, as well as at community and corporate health fairs.

• Maintains databases including CFF Auction for the Cure and produces bid sheets and supporting materials.

• Answers the phone, monitors the chapter mailbox and responds to inquiries.

Education and Advocacy

• With supervisor's guidance and oversight, helps to educate CF families, patients, and caregivers with up-to-date information on CF Foundation programs: Compass, Advocacy, Community Affairs and Working with Care Centers related to research progress and access to healthcare and pending legislative issues.

• Provides referrals to families for services at local care centers and other community resources reference above.

• Ensures proper Infection Prevention and Control Standards are maintained in the chapter office.

• Orders and creates materials for education for community and corporate health fairs.

• Coordinates calendar of meeting dates for CF Foundation Program (as above).

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Minimum one year of work experience which may include internships or volunteer work.

• Accounting, Administrative or Office Operations experience preferred.

• Ability to handle multiple tasks, prioritize and stay organized to ensure timely and accurate work. Close attention to detail.

• Strong interpersonal skills (verbal and written) necessary to communicate diplomatically and effectively with volunteers, donors, and other staff members, and to provide information requiring courtesy and tact.

• Working knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint.

• Customer service oriented.

• Strong professional ethics.

REPORTING RELATIONSHIPS:

• Reports to the Area Director.

WORKING CONDITIONS:

• Normal office environment with little exposure to excessive noise, dust, and temperature.

• Work nights and weekends as necessary to attend meetings and events.

• Must have access to reliable transportation and ability to travel to meetings or events at different locations.

• Some heavy lifting may be required.

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 salary range is $63,000 to $69,000. Specific salary varies based on geographic location and is commensurate with experience.

Total Rewards: The CF Foundation is committed to offering competitive compensation (base pay and incentive), benefits, and professional development opportunities that maximize our ability to recruit, retain, reward, and motivate a highly-qualified and diverse workforce. Our comprehensive benefits package includes medical, dental, and vision coverage; generous time-off and leave policies; a holistic well-being program; health savings and flexible spending accounts; employer-provided life and disability insurance; retirement savings benefits; and a variety of work-life benefits to support employees and their family members.

The CF Foundation is an equal opportunity employer that is committed to being an employer of choice, not just a good place to work, but a great and inclusive place to work. We strive to recruit and maintain a diverse workforce. Qualified applicants will receive consideration for employment without regard to race, physical or mental disability, color, religious creed, ancestry, national origin, religion, age, sex, marital status, genetic information or testing, gender identity and expression, sexual orientation or status as a Vietnam-era or special disabled veteran or any characteristic protected by law.

Reasonable Accommodations: The CF Foundation is committed to providing reasonable accommodations for qualified individuals with disabilities in our job application procedures. If you need assistance or would like to request an accommodation due to a disability, please contact us at HROps@cff.org.