Part-Time Operations Assistant

USTA New England•Westborough, MA

8d•$18 - $22•Hybrid

About The Position

The Operations Assistant is responsible for assisting with day-to-day operations to support the entire USTA New England team with Finance, HR, and Operations. This is a part time position, scheduled to work up to 20 hours per week. Actual hours may fluctuate based on seasonality and business need. This includes, but is not limited to processing invoices, assisting with financial reconciliations, projections, analyses, conducting phone screens, assisting with on-boarding, and supporting in-person and virtual meeting logistics. The operations assistant plays a vital role to support centralized administrative functions, ensure compliance and optimize operational efficiencies within the organization.

Requirements

Must be able to travel to the Westborough, MA office at least once a week.
High School diploma or equivalent required; College degree preferred.
Strong knowledge of Excel/Google Sheets
Good math skills and high attention to detail.
Proficient in Google Workspace, Monday.com preferred; comfortable learning new software platforms.

Nice To Haves

College degree preferred or previous work experience in a related field.
Must live in the New England Section.
Must be able to work some flexible hours including evenings and weekends.

Responsibilities

Accounts Payable Support: Assist with the processing of invoices and staff/volunteer expense reimbursements through digital systems, ensuring adherence to policies/procedures and appropriate budgets. Assist with gathering required paperwork to register vendors in digital systems.
Data Entry and Management: Perform accurate data entry into financial management systems to support the general ledger and monthly closing processes.
Financial Liaison: Serve as a secondary contact for the organization and with National Shared Financial Services, while monitoring financial data and assisting with routine financial activities.
Audit Preparation: Aid in the collection and organization of documentation for annual audits, including payroll registers, journal entry backups, and year-end accrual support.
Registration & Payment Processing: Support fiduciary tasks related to program registrations, including processing payments and managing associated paperwork for participants.
Assist with coordinating the process for independent contractors to ensure completion of all paperwork and background checks.
Recruitment Administration: Coordinate the logistics of the hiring process, including posting job requisitions, screening applicant paperwork, and scheduling interviews.
Onboarding Coordination: Manage the initial onboarding experience for new hires, coaches, and volunteers by ensuring the completion of background checks, Safe Play compliance, and digital onboarding portals.
Personnel Record Maintenance: Organize and maintain secure digital personnel and medical files, ensuring that personnel records are correctly uploaded and stored according to record retention policies.
Time-Off Tracking: Assist in monitoring and reporting on employee time-off balances, including PTO, sick time, and parental leave requests.
Training Administration: Track and report on staff completion rates for required training.
Offboarding: Assist with offboarding logistics, including updating personnel records, recovering equipment, and revoking digital system access.
Process Digitization: Assist in transitioning paper-based internal forms (e.g., expense reports, compliance forms) to automated digital workflows to increase accuracy and reduce manual workload.
Meeting & Event Logistics: Coordinate logistics for virtual and in-person meetings.
Technology Management: Support technology needs for staff, including the purchase of new computers, software, etc.
Basic Office Support: Manage general organizational inboxes, process incoming physical mail, and order general office/event supplies as needed.