Finance and Operations Specialist - Remote

Parkinson & Movement Disorder Alliance•Phoenix, AZ

11d•$50,000 - $53,000•Remote

About The Position

The Finance and Operations Specialist is responsible for supporting the organization’s operational, financial, and administrative functions. This role manages key processes and relationships, maintains compliance and financial records, supports internal systems, and partners with teams to improve efficiency and effectiveness. The specialist plays an important role in ensuring smooth operations and advancing organizational priorities. PMD Alliance is a fast-paced organization that must balance competing needs to ensure we do the greatest good for the largest number of people in a transformational manner. This culture and organizational model requires each team member to be both nimble and highly focused, both as an individual contributor and integrated team member. All members of the PMD Alliance team commit to and embrace a set of values. These values are intentionally placed above the specific duties as PMD Alliance considers living these values and beliefs a core part of each board and staff member’s role: Connection, Authenticity, Partnership, Sustainability, Risk-Taking.

Requirements

High School diploma required
Demonstrates a strong aptitude for technology and enthusiasm for learning and adopting new software, systems, and digital tools
Ability to multitask and excel in a fast-paced, rapidly evolving environment
Strong critical thinking skills with the ability to design efficient, user-focused processes
Ability to thrive in a dynamic environment and collaborate effectively with interdisciplinary teams
Self-motivated; able to work independently with minimal supervision
Excellent organizational skills with strong attention to detail
Ability to work collaboratively with colleagues and stakeholders
Demonstrated strong customer service skills
Strong written and verbal communication skills
Exceptional integrity and consistent follow-through
Experience communicating with high-value partners and stakeholders
Experience using Salesforce and Asana (or similar CRM and project management tools)
Demonstrated track record of being a strong team player, organized, and detailed
Proficient in Word, Excel, PowerPoint, and internet-based program utilization
Ability to office at home; comfortable with telecommunication/teleconferencing

Nice To Haves

Availability to work a flexible schedule on occasions, including evenings and weekends, to support webinars, programs and events
5% Travel

Responsibilities

Review and approve organizational expenditures within delegated authority and investigate exceptions or potential compliance concerns
Partner with the Director of Operations to analyze operational and financial processes and recommend improvements to increase efficiency and strengthen internal controls
Enter pledged revenues into the database
Coordinate all revenue invoicing and fee collection processes to ensure timely and accurate payments including providing remittance information to payees
Record check and ACH revenue in database including proper documentation
Prepare and distribute donor acknowledgment letters within 48 hours of receiving
Generate scheduled reports for the CPA team, including weekly donation and monthly accounts receivable reports
Review daily online donations, making necessary edits to maintain data integrity
Collect and prepare post ATMRD conference scholarship reimbursements and faculty honoraria with related documentation
Process event ticket refunds and generate event ticket discount codes
Coordinate and approve state registration filings, meeting state due dates and ensuring accurate recordkeeping
Gather and submit deposit documentation and Letters of Agreement in support of the annual audit
Prepare, distribute and maintain accurate records of Letters of Request and Letters of Agreement
Coordinate sponsorship deliverables between the Development and Programs teams in alignment with the terms outlined in sponsorship Letters of Agreement
Manage vendor relationships, negotiate pricing, contract terms, and renewals, and recommend purchasing decisions that maximize organizational value.
Prepare and maintain consultant contracts and disclosures, ensuring proper documentation, organization and execution
Track contracts and associated costs, providing timely reminders regarding upcoming renewals and required actions
Research, evaluate, and recommend platforms, software solutions, and operational tools that support organizational needs and improve effectiveness.
Assist the Director of Operations in the completion of HR materials, including open enrollment, mandatory trainings, and other required documentation
Support new staff onboarding by coordinating essential setup tasks, including licensing and email access
Support the offboarding process by managing license deactivation and facilitating the return of organizational materials
Prepare and distribute employee recognition announcements
Partner with the Director of Operations to develop, implement, and continuously improve operational policies, procedures, and workflows
Serve as a resource to staff on operational, financial, and technology-related processes, providing guidance and identifying solutions to support organizational effectiveness
Support database and technology projects as needed
Monitor and manage the virtual PO Box, distributing as needed
Perform accurate and efficient data entry to support organizational operations
Generate and clean mailing lists to support development and individual giving as well as update any database records post mailing
Maintain the master calendar, scheduling key meetings and events
Organize and maintain Sharepoint and Teams Channels
Other duties as assigned