Part-Time Operations Assistant

USTA New England•Westborough, MA

7d•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

Self-motivation, action-oriented and resourceful in accomplishing work. A willingness to do what it takes and meticulous about following through even when hurdles may arise. An eagerness to think ahead and be proactive in approach to work.
Enjoys problem solving and helping others in a commitment to best in class customer service. Great interpersonal skills that can resolve conflict. A willingness to respect and embrace the diversity of our communities whether virtually or in-person.
Has a good foundation of methodical, personal organization that gives confidence to reach deadlines and achieve outcomes even when there are multiple priorities.
Always searching for new ways to be more effective and grow participation in our programs. Explores processes and tools that reduce administrative workload, tweak and build our programs & services through new ideas and concepts. Identifies lessons learned and adapts when concepts may not be successful.
Ability to juggle task lists across multiple departments and pivot quickly as needs change.
Accountable for measurable, high-quality, timely, and cost effective results.
Ability to use discretion while maintaining the highest standards of security and privacy regarding sensitive personnel and financial data.
Skilled at and loves keeping everyone informed about what is going on and can do so succinctly, clearly, and compellingly. This includes written and verbal communication.
Utilizes data and quantitative/qualitative feedback to drive decision-making and support the mission & financial health of the organization.
Demonstrate strong numerical accuracy, basic tracking, and routine reporting.
Ability to prioritize tasks and excellent time management skills with a proven ability to meet deadlines. Highly collaborative mindset—able to listen to and balance input and opinions from team members.
Proficient with Google Drive and Microsoft Office Suite. Savvy in learning new technology platforms.
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.

Responsibilities

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.
Perform accurate data entry into financial management systems to support the general ledger and monthly closing processes.
Serve as a secondary contact for the organization and with National Shared Financial Services, while monitoring financial data and assisting with routine financial activities.
Aid in the collection and organization of documentation for annual audits, including payroll registers, journal entry backups, and year-end accrual support.
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.
Coordinate the logistics of the hiring process, including posting job requisitions, screening applicant paperwork, and scheduling interviews.
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.
Organize and maintain secure digital personnel and medical files, ensuring that personnel records are correctly uploaded and stored according to record retention policies.
Assist in monitoring and reporting on employee time-off balances, including PTO, sick time, and parental leave requests.
Track and report on staff completion rates for required training.
Assist with offboarding logistics, including updating personnel records, recovering equipment, and revoking digital system access.
Assist in transitioning paper-based internal forms (e.g., expense reports, compliance forms) to automated digital workflows to increase accuracy and reduce manual workload.
Coordinate logistics for virtual and in-person meetings.
Support technology needs for staff, including the purchase of new computers, software, etc.
Manage general organizational inboxes, process incoming physical mail, and order general office/event supplies as needed.