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Form of workJob Description
Title: HR & Accounting Coordinator Reports to: HR Business Partner
Status: Hourly, Non-exempt Location: Seattle, WA
Foundation Overview:
The Max Foundation is a fast-growing, ambitious, and deeply mission-driven non-profit global health organization that believes in a world where all people can access high impact medicines, where geography is not destiny, and where everyone can strive for health with dignity and with hope. We exist to accelerate health equity, operating with a human approach in every aspect of the work. We do this by delivering medication, technology, and services to individual patients facing cancer and other critical illnesses, focusing our energy on those who no one else is helping. We carry out our work by collaborating with team members at our headquarters based both in Seattle and in several low- and middle-income countries. We forge strong collaborations with likeminded individuals representing global health, medicine and health care, industry, and those committed to our mission and values. The Max Foundation offers a full range of programs and services, all focused on serving marginalized people living with cancer and other critical illnesses around the world. Learn more about The Max Foundation: https://www.themaxfoundation.org/.
Role Summary:
The HR & Accounting Coordinator serves as a critical frontline presence for The Max Foundation and supports the administrative functions of the Seattle headquarters office. This position is responsible for the organized and timely delivery of a variety of administrative tasks in support of the administration department, primarily in the HR & Accounting areas, with some support as-needed with IT, Executive, or office-wide initiatives. This role is also responsible for preparing, organizing, and following-up on reports and projects that support global operations.
Responsibilities:
- Perform general office administration including managing mail service, office supplies, document organization, and office access.
- Scan and distribute incoming mail to other internal team-members, including donations, invoices, etc.
- Maintain global staffing distribution, contact list, and organizational chart; send monthly updates for all global staffing
- Schedule calls and meetings as requested; serve as owner of standing group calendars and meetings, including monthly Admin Meeting and monthly HQ Staff meetings
- Compile and maintain list of all active vendor relationships for organization; build & own relationships with a variety of relevant vendors, including FedEx, DHL, UPS, & Amazon (including tracking & follow-up)
- Facilitate annual employee events (ex. annual holiday party); support HR on monthly employee recognition activities (ex. birthday & anniversary programs)
- Support HR function in maintenance of paper and/or electronic versions of employee & contractor files and service agreements; facilitate annual paperwork renewals for global contractors
- Provide ongoing accounting support via credit card resolutions, expense tracking, and system training; follow-up with team-members to collect necessary documentation and receipts
- Serve as a first point of contact for answering phones, forward requests for information, and orienting guests that visit the office
- Create & administer surveys to collect team-member feedback on various initiatives
- Perform data entry activities in accounting system and spot checks of records, as requested
- Assist with any travel arrangement changes, as needed (ex. changing dates, refunds, etc.)
- Take meeting minutes in group meetings, communicate action items to team-members, and circulate minutes after meetings; coordinate and track progress for various team projects and goals
- Coordinate catering for staff meetings and other employee events
- Update administrative SOPs as processes evolve, and maintain electronic database of procedural documents
- Support in onboarding of new team-members including preparation of welcome packets and initial orientation tour
- Support annual audit via records retrieval
- Serve as a liaison between Max & our facilities contacts
- Assist in annual data retention & destruction review, including the removal and shredding of paper files
- Serve as an administrator of Docusign software and collect internal signatures on behalf of the organization for various needs
- Serve as liaison for cross-functional correspondence; address administrative needs and questions from global staff
- Cross-train in shipping & receiving and support global shipping needs, ex. Swag
- Serve as HRIS system specialist in BambooHR; support annual processes, such as benefits renewal and performance management by scanning and uploading new paperwork each year
- Other duties, as assigned
Qualifications:
- Associate degree required, bachelor’s degree preferred
- Two-plus years of work experience in a professional setting, international or non-profit experience a plus
- Proficient in MS Office Suite, including MS Excel and MS Word
- Proficient experience working in database management
- Strong organizational ability and attention to detail
- Demonstrated writing and copy-editing skills
- Experience managing bulk mailings, international mailing experience a plus
Skills and Attributes:
- Passionate about The Max Foundation’s mission and vision, and determined to lead and accomplish all goals related to current and future strategic plans
- High attention to detail and a high standard for quality work product
- Understanding of and comfortable in a global environment, with an emphasis on low and middle-income countries
- Passion for exceptional collaboration, and flexibility to do what it takes to elevate positive culture
- Comfort working in a complex, fast-paced, and high-workload environment
- Caring, humble, and people-oriented servant leader
- Resourceful, finds solutions using all available data to overcome challenges impacting the organization
Benefits Summary:
- Employer-sponsored benefits include:
- 100% medical (including a vision provision) and dental premium coverage for employees; 50% premium coverage for spouse and/or dependents
- Annual vacation accrual of 80 hours (increases over time), personal time accrual of 52 hours, 12 paid company holidays, and 2 floating holiday per year
- $10,000 Basic Life and AD&D insurance coverage; Short-term disability insurance
- Additional benefits include:
- Flexible Spending Account (FSA)
- Optional employee covered Long Term Disability and Supplemental Life insurance
- Eligibility for 401k plan after 3 months of employment
- Annual professional development fund ($500/year), monthly wellness benefit (earn up to $35/month), Costco membership, and WFH/Commuter Stipend ($1,800/year)
To Apply: Visit our website at https://www.themaxfoundation.org/careers to apply. Please include a résumé and cover letter.
The Max Foundation is dedicated to diversity in staff and is an equal opportunity employer.
