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  Operations Administrator (NAT2636) Job viewed 354 times.
  Job Description

The National Multiple Sclerosis Society mobilizes people and resources to drive research for a cure and to address the challenges of everyone affected by MS. To fulfill this mission, the Society funds cutting-edge research, drives change through advocacy, facilitates professional education, collaborates with MS organizations around the world, and provides programs and services designed to help people with MS and their families move their lives forward.

The National MS Society is seeking a highly motivated, results-driven individual to join our Operations team as an Operations Administrator.

The primary responsibility of this role is office administration support to ensure general operations are efficient, in compliance with Society policies and meet state regulations. This role will provide support in the functional areas of human resources, finance and accounting, risk management, and general office maintenance such as mail handling, data entry, and inventory management. This role requires a general knowledge of business operations including specialized knowledge of basic accounting principles, human resources, and risk management. In addition, this role is both external and internal facing requires a high degree of relationship management and confidentiality.
Essential Function/Responsibility
A. Office and Equipment management- Manage general office operations to ensure safety, efficiency, availability, and follow-up to constituents and staff
  • Ensure office phones are answered in a timely manner and update voicemail
  • Facilities lead, including working with vendors.
  • Office equipment support
  • Order and maintain office supplies including postage meters; track and report monthly usage costs and GL coding
  • Troubleshoot phone issues and manage chapter specific phone message
  • Track first class mail and Business Reply Mail accounts and ensure adequate supplies are on hand for all mailings
  • Process chapter bulk mail and coordinate mass mailing for all chapter locations
  • Responsible for special delivery pick-ups and overnight mailers locally
  • Maintain and secure all administrative files including documents pertaining to incorporation, license, tax, historical and other key chapter business files
  • Monitor compliance to contract guidance; ensure signed contracts are submitted to AP
  • Maintain list of chapter assets and monitor health of office equipment; contact appropriate vendors if repair/replacement/lease is needed
  • Manage print costs by communicating best practices; track copy allocations monthly
  • Respond timely to landlord inquiries and facility issues for all offices
  • Coordination of vendors with Operations Manager, creating and maintaining approved/preferred vendor list.
  • Board system reporting
  • Responsible for board reporting and metrics for Services. Responsible for generation of reporting as requested and required.
B. Human Resources
  • Assist employees in onboarding and off-boarding, includes managing new hire orientation
  • Initiate and process employment status documentation; new hires, terminations, status changes
  • Ensure new employees are adequately set-up and provided office equipment training
  • Provide support regarding benefit management; serve as chapter benefits liaison including managing benefits contracts and deadlines and submitting benefit deduction changes to payroll
  • Maintain on-site personnel files
  • Assist HR Director with updating federal and state posters
  • Ensure positions are posted locally in all offices with personnel
  • Ensure all employment related inquiries are responded to according to Society policies (unemployment etc.)
  • Conduct annual MVR checks per Society policy and maintain records
  • Participate as the disaster recovery team lead; report in Risk Console
C. Administrator Support 
  • Ensure that incident reports are thorough and submitted timely following an incident
  • Provide guidance and support to the field staff and volunteers with respect to policies and procedures subject to the risk management program
  • Ensure accurate training information tracked on locations asset information used as part of the Property & Casualty Insurance renewal process
  • Serve as the Disaster Management Team member in support of the Society's Disaster Recovery/Business Continuity Plan
  • Serve as clerical and communications support for the Board of Trustees and Leadership Councils
  • Various administrative tasks such as drafting responses, writing letters, returning phone calls, running reports, work-related errands
  • Internal meeting management; manage preparation and set-up for staff, staff functions and retreats
  • Board engagement
  • Arrange meetings as assigned to ensure proper preparation and administration of meeting including Go-To meeting set up, locations, meals, meeting materials, communication, etc. Including Board, Leadership Counsels and, Large meetings requiring travel arrangements
  • Responsible for all logistics and coordination of teams for large meetings
  • Responsible for organizing chapter functions (i.e.. staff retreats, chapter open house, etc.)
  • Take meeting minutes and follow-up
  • Monitor deadline submissions related to Year End Report, Operational Plan, and assist with the submission of the budget, forecasts and year-end financial check lists
  • Manage administrative duties related to permits, memberships (i.e.. Charity Navigator and other charity watchdogs, local Chambers of Commerce, nonprofit associations, etc.) including compilation of data required and completion of applicable forms
  • Other duties as assigned
D. Volunteer Engagement
  • In partnership with volunteer engagement staff, recruit, screen, interview, orient, assimilate, train, supervise, manage, evaluate and recognize volunteers for event registration and general office support
  • Develop team of general office volunteers
  • Engage volunteers, effectively communicating and facilitating meaningful opportunities across all functions
  • Partner with volunteers to accomplish office administrative tasks
  • Perform background checks on volunteers
Minimum Education: 
  • Associate's Degree preferably in Office Administration, HR, Accounting, or other business function. 
  • Two additional years of relevant experience in lieu of an Associate's degree
Minimum Experience: 
  • Minimum of three years office experience including AP/AR, HR, and executive support.
  • Mailroom/supply experience preferred
  • Shipping and receiving experience helpful
  • Basic understanding of internal controls
  • Skills in accurate data entry and preparation of spreadsheets on a PC
  • Able to stay focused on deadlines while multi-tasking
  • Flexibility in prioritizing duties
  • Professional demeanor
  • Roles requires a high degree of confidentiality
  • Commitment to the mission, vision, cultural values, and expectations of the National MS Society
  • Basic knowledge of MS Windows operating systems and MS Office 2010
  • Basic understanding of PC networks
  • Able to prioritize and organize workload
  • Must be able to work with people that have a wide variety of personalities and abilities
  • Ability to lift 50 pounds
  • Sensitivity to issues related to multiple sclerosis and people with disabilities
  • This position will be required to drive/travel on Society business. Candidate must possess a valid driver's license, proof of insurance, and reliable transportation. The Society does run motor vehicle checks for all positions which require driving and the applicant must meet the Society guidelines.

The National Multiple Sclerosis Society provides a highly competitive, comprehensive benefit package to employees. These benefits include a considerable Paid Time Off Plan; Paid Holidays; 401k Retirement Savings Plan with Society match; Educational Reimbursement Plan; Professional Development Assistance; Commuter Benefit Plan; Flexible Work Arrangement Options; Comprehensive Health & Welfare benefits including Medical, Dental, Vision, Flex Spending Accounts, Life Insurance, Disability Coverage, Life Assistance Plan as well as additional voluntary benefit offerings.


Please submit your resume and cover letter by applying directly to the job posting located on our company website: 

  Metro Area Houston TX
  Job Location City Houston
  Job Location State Texas
  Job Location Zip 77054
  Job Location Country United States
  Compensation Hourly From: $0.00 To: $0.00
  Job Category Accounting and Finance, Activism and Organizing, Administration, Advocacy, Clerical and Data-entry, Communications, Customer service, Database management, Development and Fundraising, Fundraising and Development, Health and Medical, Maintenance and Janitorial, Management, Project management, Public relations, Social Services
  Prefered Experience 3 year(s)
  Job Type Full time
  Language 1 English ( Speak Read Write )  
  Job Posting Date Oct. 25, 2017

Organization Details

  Organization Name National MS Society
  Organizational Focus Foundations, Fundraising, and Philanthropy
  Contact Person Silvia Ramos
  Contact Phone none posted
  Contact Fax none posted
  Contact Email
  Web Address

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