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Business Specialist

MedWish International is a not-for-profit organization that saves lives and the environment by repurposing discarded medical supplies and equipment, while providing humanitarian aid to individuals and organizations that administer care to people in need. Please visit medwish.org to learn more.
 
POSITION
Reporting to the Executive Director (ED), the Business Specialist is responsible for managing the daily administration of MedWish International, including finance, human resources functions, and office management.
 
RESPONSIBILITIES: (The following are not designed to contain or be interpreted as an exhaustive list of all duties, or responsibilities required of the employee assigned to this job. Management retains the discretion to add to or change the duties of this position at any time.)
 
Financial Responsibilities
·        Oversee accounts payable, ensuring bills are paid on time, W9s are collected from vendors, taxes are removed when possible, all paperwork and details are included with invoices, and overseeing staff management approval is received.
·        Monitor the budget and cash flow, running and reviewing financial reports, analyzing variances, and implementing corrective actions.
·        Lead efforts to draft the organizational budget and program budgets each fiscal year.
·        Complete financial analyses of expenses each month, quarter, and annually to evaluate program expenses and determine restricted fund deductions.
·        Provide financial data and reports to support fundraising efforts and for MedWish stakeholders.
·        Serve as the primary contact for MedWish’s accounting firm and oversee the month end financial process. This includes but is not limited to tracking restricted expenditures/funding sources, completing deposit entries, ensuring timely and accurate recording of all transactions, obtaining month end reports, tracking PTO usage and reporting on volunteer hours.
·        Serve on the Finance Committee, assisting the chair with scheduling meetings, setting the agenda, and preparing and distributing materials.
·        Serve as the primary contact for MedWish’s financial audit, gathering all requested documents, provided any needed information, reviewing drafted reports, and scheduling fieldwork and a wrap up meeting.
·        Work with MedWish’s audit firm to prepare the annual form 990.
·        Complete the annual Department of Commerce survey and other required financial reports and filings.
·        Maintain and prepare live dashboards of key impact, business and financial metrics.
·        Utilize QuickBooks to enter information on deposits, run reports, and review financial activity.
·        Collect, compile, and enter into QuickBooks information on monthly credit card usage.
·        Manage MedWish’s petty cash.
 
Administrative Responsibilities
·        Maintain a well-run office by ensuring office supplies, forms and other items are available to staff.
·        Manage the organization’s operating maintenance (printer, phone system, alarm system, etc.).
·        With the help of the Ad-Hoc Insurance Committee, oversee MedWish’s insurance coverage. This includes but is not limited to completing annual renewal applications, exploring new coverage needs, serving as the primary contact for our insurance broker, and filing any claims.
·        Manage applications and participant paperwork for international medical brigades.
·        Oversee the application and documentation paperwork required for international medical licenses for participants if needed.
 
Human Resources Responsibilities
·        Oversee recruitment efforts.
·        Oversee new employee onboarding and the collection of all new hire documents.
·        Serve as the MedWish benefits administrator and primary point of contact with benefits vendors. Collect and oversee the completion benefits documentation for new hires and during open enrollment.
·        Process payroll, which includes ensuring PTO is tracked in the company online system and benefits expenses are deducted as needed.
·        Serve as a mediator or witness when requested by staff during mediations, terminations, or other HR matters.
·        Collect records related to grievances, performance reviews, and disciplinary actions.
·        Complete termination paperwork and conduct exit interviews.
·        Under the direction of the Executive team, update job descriptions and the employee handbook when needed.
·        Oversee and update the monthly safety walk through log. Maintain other safety and OSHA documents.
·        Maintain training records.
 
Other:
·        Assist with facility tours and presentations.
·        Assist with facility maintenance and cleaning needs as requested.
·        Exhibit conduct that reflects MedWish’s core values.
·        Assist with mission critical projects such as clerical projects and the annual inventory audit.
·        Follow MedWish’s health and safety protocols and standards, and promote a safe and productive work environment for all staff, volunteers, and visitors.
 
REQUIREMENTS
·        Bachelor’s degree (preferably in business, nonprofit management, accounting, finance, or human resources), or 3-5 years of administrative or business experience.
·        Strong English written and oral communication skills with outgoing and patient demeanor.
·        Strong computer skills (email, Internet research, Microsoft Office programs, and Google apps). QuickBooks experience would be helpful, but not required.
·        Demonstrated experience or knowledge of financial oversight, ideally in the not-for-profit sector.
·        Excellent people skills and the ability to work with diverse stakeholder populations.
·        Demonstrated resourcefulness in managing multiple priorities under pressure and under tight timelines, while proposing new ways of creating efficiencies.
·        Flexible self-starter; able to multi-task while also being willing to “roll up the sleeves”.
·        Personal qualities of integrity, credibility, and dedication to the mission of MedWish. Ability to maintain strict confidentiality and communicate in a professional manner with staff, stakeholders and vendors.
·        Be organized and exhibit follow through on tasks and goals. Excellent attention to detail.
·        Display a positive attitude, self-confidence, common sense and a good listening ability.
·        Ability to succeed in a fast-paced, non-traditional work environment.
·        Work select evenings and weekends on occasion based on business needs.
·        Must pass a background check and drug screen.
·        Ability to lift no more than 40 pounds.
·        Ability to succeed in a fast-paced, non-traditional work environment.
·        Ability to work in diverse climates, both hot and cold.
 
This position is eligible to work primarily remotely. In-office presence will be required one day per week and as needed for special projects/tasks.
 
JOB TYPE: Hourly, Non-Exempt
SCHEDULE: Part-Time | 20 hours per week between Tuesday-Friday