Operations Coordinator, Mission Admin Support

 Job Type

Permanent, Full-Time, Exempt

Workplace Location

• Make-A-Wish Central & South Texas has offices in Austin and San Antonio that are open for use by all staff. This position will have the flexibility to work remotely/from home but will be expected to work in-office at least two days a week and some weeknights/weekends for in-person activities, such as event support, wish events, and team bonding activities.
• This role is based out of our San Antonio Regional Office (85 NE Loop 410, Suite 603, San Antonio, TX 78216).

Position Summary

The Operations Coordinator, Mission Admin Support will support essential administrative functions within the Operations Department and other operation-based responsibilities as they relate to the Mission Department. The Coordinator will oversee all facilities management for the San Antonio regional office, manage accounts payables for mission delivery and operation expenses, support wish granting and wish closing processes, and assist in the implementation and efficiency of current systems, program data quality, database architecture, and establish local Chapter user training and documentation materials.

Position Responsibilities

Operations and Mission Administration Support

• In conjunction with all Operations staff, serve as a PNC/US Bank Program Administrator to manage PNC/US Bank accounts including:

- Assisting staff, interns, and Board Chair with account set-up and login troubleshooting.

- Manage staff and intern corporate card reconciliation process and questions.

 - Lead US Bank weekly wish card ordering and card management, monthly wish card coding, account statement pulls, and card closing. Respond and resolve after-hours wish card needs as needed.

- Act as primary Account Holder for reconciling Operations credit card.

• Work collaboratively with Shared Financial Services accountants at Make-A-Wish America to fulfill the following responsibilities:

- Manage and act as primary lead for reviewing and processing weekly check runs, draft submissions, manual checks, and emergency checks.

- Process accounts payables for mission delivery and operation-related expenses, including check requests and ACH drafts that specifically require individual wish kid coding. Ensures Mission staff receives copies of all wish-related expenses for wish file closing.

- Process wish-related expenses, in-kind, and inventory adjustments with proper submission logs and back-up.

- Provides back-up support in processing and submitting monthly wish, event, and operating in-kind revenue/expenses.

- Provides back-up support on revenue collection, data entry, and donation acknowledgement.

• Oversees regional office mail opening and check deposits in accordance with internal control policies and procedures and provides donation processing support as needed. Works with Development Administrative Support staff to complete mail log and donation processing.
• Work collaboratively with Mission department to fulfill the following responsibilities:

- Support in collection, filing, and documentation of wish paperwork, including wish forms from welcome calls, wish discovery paperwork from volunteers, medical-related forms for wish approvals, and financial receipts/back-ups from vendors.

- Lead the collection, follow up, filing, and documentation of post-wish surveys and pictures from families.

- Provide administrative support to various wish and wish alumni activities, events, and projects.

- Support administrative functions related to volunteer recruitment, training, management, and engagement.

- Other wish-related projects as needed.

• Supports Director of HR & Operations by providing administrative support for new hire onboarding, exiting staff offboarding, logistics planning for employee engagement and staff appreciation initiatives, and maintaining and reviewing operational accounts.
• Provides general IT support to staff in regional office to address technology needs, including staff and intern laptop set up and local troubleshooting (high-level IT support provided by Make-A-Wish America national office).
• Works alongside Operations staff to fulfill Shared Financial Services requests related to annual financial audit and Form 990 filing and national office compliance audits. 
• Manages Mission Department supplies inventory and ordering (general wish supplies, supplies needed for Wish Interview Parties, Group Send-Offs, and/or Wish Alumni events, toy room, gift cards, gaming consoles, etc.).
• Supports CEO in Governing Board and Regional Council onboarding and constituent data management and provides back-up support to recording meeting minutes for Board and committee meetings.
• Provides back-up support on processing bi-weekly payroll and benefits-related expenditures.
• Adheres to all Make-A-Wish America performance standards and Chapter internal controls, policies, and procedures.

Database Management

• Serve as a chapter Data Steward for national Salesforce Wish & Volunteer Center (WVC) and Salesforce CRM. Fulfills data-related work as needed by Make-A-Wish America’s Galaxy team.
• Strategically manage all wish family, volunteer, and medical professional data to improve the organization’s mission fulfillment efficiency.
• Develop and implement strategies to manage Salesforce WVC data, including security, structure, usage, reporting, functionality, ease of use, and accuracy of extracted and imported data.
• Execute data requests and list pulls from across the organization with focus on Mission department requests.

Facilities Management

• Assist with regional office leases/moves as necessary.
• Oversee regional facility-related functions including property and office management issues.
• Serve as account point-of-contact for in-person installations and/or maintenance related to regional office printers, mail machines, internet services, phones, etc.
• Maintain regional inventory of office supplies (kitchen, paper and stationery goods, wish supplies, event supplies, etc.) and housekeeping of office environment. Create and execute staff schedule of housekeeping responsibilities.
• Assist Director of HR & Operations to review employee equipment needs.

Benefits

• Full individual insurance premium coverage for Medical, Dental and Vision care. Optional employee-paid family coverage.
• Health Savings Account options with monthly employer contributions.
• Employer-paid life insurance policy and STD/LTD policies.
• Simple IRA Retirement Savings Plan with 3% employer matching.
• 2 personal days off (PD), birthday day off, 15 accrued paid time off days (PTO), Quarterly Wellness days off, 13 additional paid holidays annually; PTO increases with tenure.
• Monthly business mileage reimbursement
• Paid Parental Leave
• Annual Spanish bilingual stipend available upon successful completion of language proficiency skills test.
• Discounts and special offers with entertainment and travel vendors.

About Make-A-Wish

Make-A-Wish creates life-changing wishes for children with critical illnesses. We seek to bring the power of wishing to every eligible child because each step of the wish journey can help children build the physical and emotional strength they need to fight their illness. Headquartered in Phoenix, Arizona, Make-A-Wish is the world’s leading children’s wish-granting organization, serving children in every community in the United States and in nearly 50 countries worldwide. Together, generous donors, supporters, staff and more than 30,000 volunteers across the U.S. unite to deliver hope to wish kids and their families when they need it most. Since 1980, Make-A-Wish has granted more than 500,000 wishes worldwide; more than 340,000 wishes in the U.S. and its territories alone. The Central & South Texas chapter was founded in 1985 and has since granted more than 5,000 wishes in its 40-county territory. To learn more, please visit www.wish.org/cstx.

Make-A-Wish Central & South Texas Belonging and CommUNITY Statement

As a nonprofit whose mission is to create life-changing wishes for children with critical illnesses, we are committed to ensuring every child, family member, volunteer, staff member, intern, and supporter that interacts with us can be their true and authentic self, regardless of race, ethnicity, gender identity and expression, sexual orientation, physical and mental ability, faith, religion, age, or any other aspect which makes them unique. We serve a diverse group of children and families, and we strive to make sure each feels seen, heard, and understood—not only through our own actions but by filling our organization with people from all walks of life. We not only welcome differences, we celebrate them. Every person involved in wish granting has a part to play to promote inclusion. We understand that there will always be work to be done, and we will continue to create an environment of belonging and commUNITY so that we can equitably grant the wish of every eligible child.

• Bachelor’s degree and experience in administration and database management in a nonprofit environment.
• Preferred experience with Salesforce or other similar database.
• Upholds professionalism and confidentiality with sensitive personnel information and constituent data. Personal integrity and ethics are essential.
• Exceptional attention to detail, outstanding organizational skills, and resourceful problem-solving skills.
• Strong computer and IT skills with experience in importing, exporting, integrating, and reporting on data.
• Demonstrated ability in clear and effective written and oral communication. 
• Demonstrated experience working with cross-functional teams.
• Ability to work under tight deadlines and professionally respond to rapidly changing situations.
• Must have reliable mode of transportation to travel across chapter territory for organization needs regularly.
• Expertise or strong proficiency in all Microsoft computer programs, including Outlook, Microsoft Teams, SharePoint, Word, Excel, and PowerPoint.