Description

Has complete oversight of all activities related to Chapter operations including functions related to payroll, financial reporting, records management, audit and compliance, vendor contracts and relationships, and human resource management.

Human Resource Management

•  Prepares and manages new hire paperwork, background checks, materials, orientation, training and on-boarding as well as manage process for employee departures
• Maintain personnel handbook and personnel files for all employees
• Act as liaison with payroll processing services to ensure accurate processing of bi-weekly payroll, including part-time hours timesheets, and paid time off records
•  Manages employee credit card assignment and limits
• Support employees in accurately processing employee reimbursements and ensuring reconciliation with Shared Financial Services (SFS)
• Research and manage employee benefits, including all insurance, 401(K) enrollment, cafeteria plan, etc.  President & CEO and Board of Directors makes final decisions about brokers, insurance companies and benefits

Financial Management

• Serve as the primary liaison with Shared Financial Services and President & CEO to ensure effective management of MAWOK finances and reporting
• Meet weekly with SFS Liaison and as needed to obtain timely and necessary financial information
• Update and maintain the Chapter’s Finance and Internal Controls Policy Manual, Obligational Authority Policy annually, and compliance requirements in accordance with policy set by MAWOK Board of Directors
• Send SFS agreed upon items to ensure appropriate financial management of organization
• Manage organization’s compliance with all internal controls
• Train staff regularly on internal controls and conduct occasional internal review
• Serves as point of contact for Finance Chair and Finance Committee in partnership with President & CEO
• Ensure SFS provides agreed-upon reports and documentation in a timely manner and in accordance with their contract
• Prepare and send financial information to the Board after review by the President & CEO and the Finance Committee
• Responsible for ensuring organizational review (President/CEO and appropriate board committee) of Monthly Management and Quarterly reports developed by National
• Support the President & CEO and Finance Committee in development and management of MAWOK Annual Budget
• Prepares worksheets and information for annual compliance, financial audit, and preparation of MAWOK’s 990
• Acts as liaison for compliance and audit teams
• Works with Board Treasurer, Finance Committee and President & CEO to seek investment opportunities for cash reserves
• Manages weekly check submissions and uploads to SFS AP.
• Manages the BOKF bank accounts

Operations Management

• Oversee ordering and maintenance of office supplies and equipment
• Maintain fixed asset files, accurate inventories and contracts with all vendors 
• Maintain general office related contracts and relationships (leases, copier, phone systems, technology support, etc.) as approved by the President & CEO
• Obtains bids and proposals as applicable for capital equipment, fixed assets and services in a way that optimizes resources for mission-specific work
• Effectively manage relationships with all vendors (Tulsa and Oklahoma City)
• Ensure effective management of OKC and Tulsa offices and consistent application of office-related policies and practices  
• Develop and maintain emergency plans for office operations and other contingencies as assigned
• Organize and provide oversight to the s-drive for management of organization documents

Wish Granting Administrative Support

•  Oversees PNC Credit Cards for Program Staff. Will Manage Family Accounts and reconcile the card accounts at the conclusion of the wish.

Board Support

•  Assist President & CEO as liaison to the Board, responsible for the creation and distribution of the board packet
•  Write the board meeting minutes based on notes taken in the meeting
•  Maintain electronic board files including minutes, agendas, board rosters, board terms etc.
•  Assist President & CEO and Governance Committee with new board member orientation 
•  Ensure Board Member individual files are up to date and all necessary paperwork and compliance requirements are complete (e.g., background checks, conflict of interest policy, etc.).
•  Maintain Board member files and board-related reports (e.g., Board Member Give/Get report, board application and commitment form, short bio and headshots).
•  Assist with communications and support for Board Meetings and individual board members

IT & Operations:

• Maintain compliance with all standards set forth by Make-A-Wish America and the guidelines established by the local chapter including, but not limited to, items so stated within the Financial and Internal Control Policy Manual
• Collaborate on office-wide efforts to promote paperless environment where practical
• Attend and support functions/meetings on evenings as occasionally required
• IT liaison: represents IT (information technology) to the chapter
• Responsible for the strategic implementation of new technology solutions that improve business efficiency while meeting chapter goals
• Order of office supplies as needed
• Manage general email addresses
• Opens postal mail with Development Officer as necessary

 Other duties as assigned by the President & CEO

Requirements

• Bachelors or advanced degree in accounting or business management
• Minimum 3 years of office administration and leadership experience in a small business environment, nonprofit experience preferred
• Working knowledge of budgets, financial statements, banking procedures and managing internal controls.  Experience managing an annual budget over three million dollars preferred
• Proficient in using computer accounting software and spreadsheets including Word, Excel, Power Point, Outlook, Adobe Acrobat, Adobe Sign and DocuSign. Salesforce experience a plus
• Human Resource experience preferred
• Strong project management skills, with exceptional attention to detail and the ability tp direct complex projects from start to finish.
• Exceptional customer service skills, with the ability to communicate clearly and effectively in writing and verbally 
• Excellent judgment and problem-solving skills including strong negotiation and conflict resolution skills.  Requires integrity, maturity and confidentiality.
• Demonstrates the ability to be self-directed, is self-motivated and reliable
• Demonstrates the ability to create, deliver and present reports and other projects and tasks in a timely manner
• Demonstrates the ability to learn quickly, be adaptable, manage and prioritize multiple tasks effectively
• Highly driven, energetic individual with a positive and professional attitude and demeanor; must thrive in a collaborative and mission-driven team culture.  
• Commitment to and a passion for the work of Make-A-Wish.