Operations & Finance Associate (NNAF)

National Network of Abortion Funds; Boston (MA); On-site; USD 50,000 - 55,000; Full time

Benefits offered by this job

Health insurance

Retirement match

Paid vacation

Public holidays

Sick time

Professional development

Job summary

The National Network of Abortion Funds is seeking an Operations & Finance Associate to support our finance team and the Operations group. Based in Boston, you will handle administrative tasks, accounts payable, and coordination across remote staff to ensure our programs run smoothly.

You will assist with vendor payments, data entry, audits, and meeting logistics, while helping maintain organization across the Boston office and contributing to growth initiatives.

Qualifications

• 1-2+ years of relevant work experience.
• Strong organizational skills and attention to detail.
• Ability to work with Google Sheets and/or Microsoft Excel.
• Strong written and verbal communication skills.
• Ability to coordinate projects with supervision and cross-team collaboration.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide administrative support for accounts payable and vendor invoicing; ensure timely data entry and accurate coding.
• Process donations and grants and support year-end audits.
• Coordinate travel, meetings, and calendar management for the team.
• Maintain Boston office organization and assist general administrative tasks.

Skills

Organizational skills

Google Sheets

Excel

Communication skills

Project coordination

Discretion with confidential info

Problem solving

Team collaboration

English proficiency

Tools

QuickBooks

Accounting software

Job description

Are you systems minded, AND like communicating with people and keeping things organized? Do you care about abortion access, and want to make a difference in the reproductive justice movement? NNAF and its operations and finance teams are going through unprecedented growth, and the Operations & Finance Associate will play a crucial role in supporting and implementing the systems needed to sustain the strength of NNAF for years to come. Our vision is big, and you will play an instrumental role in implementing it.

Organizational Overview

The National Network of Abortion Funds (NNAF) builds power with members to remove financial and logistical barriers to abortion access by centering people who have abortions and organizing at the intersections of racial, economic and reproductive justice. Together with our members, we advocate for cultural and political change to ensure access for people who face the greatest obstacles to abortion access: women with lower income, women of color, young women, and transgender and gender nonconforming people. This is an exciting time for NNAF as we grow, nurture new funds emerging in underserved areas, deepen our support for funds working within the reproductive justice framework, and co-lead a bold national coalition campaign to increase abortion access by restoring Medicaid coverage for abortion. We are working to make access to abortion a reality for everyone, no matter their resources. We are building a movement, mentoring young leaders, and working toward a world in which everyone can shape their own futures and families. We invite you to join us as the newest member of our dedicated and growing team. We invite you to join us as the newest member of our dedicated and growing team at a time when we are explicitly focused on scaling our network and building the infrastructure of abortion funds to be fully staffed organizations with robust abortion funding budgets.

NNAF is comprised of a multi-racial, multi-religious, gender expansive staff of 42, located across the United States. We know how important it is to support our remote staff to maintain connection and cohesiveness as a team. To this end, we ensure weekly one-on-one supervision, face-to-face virtual staff meetings, quarterly in-person meetings, and more.

Title: Operations & Finance Associate

Supervised by: Operations Director

Status: The position is full-time, non-exempt, salaried.

Compensation: $50,000 - $55,000, commensurate with experience, with competitive benefits package

Benefits: Competitive benefits package currently including 100% employer paid health insurance/50% for dependents/families, a 5% employer retirement match, 3 weeks vacation, 14 holidays, generous sick time, and a commitment to professional development.

Position Description

The Operations & Finance Associate is responsible for providing administrative support to the finance team, and administrative and logistical support to all functions of the Operations team. Additionally, the Operations & Finance Associate provides needed support to ensure smooth functioning of the Boston office, and to the organization’s mostly remote staff. This position will have some interaction with the general public and outside vendors, but will interact mainly with other NNAF staff members, and is vital to NNAF’s success in handling the organization’s growing operational needs.

Primary Responsibilities

Finance Administrative Support (approximately 50% of the position)

• Provide administrative support for all accounts payable including:
  • Monitor billing inbox, communicating with a range of staff, vendors, fund members, and external partners on details such as our policies, data formatting, and process-related questions.
  • Process forms and documentation to ready data for Bookkeeper to enter into bill processing system.
  • For all accounts payable and credit card expense reports, check for receipts and coding, verifying against documented policies, accounts, and procedures.
  • Ensure data is inputted on a timely basis, relative to NNAF’s payment cycles.
  • Support Bookkeeper in end-of-year tax reporting process, collect and organize W9s for all vendors, keeping detailed records throughout the year, and following up with vendors as needed.
• Support virtual systems through scanning of necessary documents and maintain an organized filing system for all paid invoices within their fiscal years.
• Process donations and grants that come through the Boston PO Box and communicate these with the Development & Finance team according to established procedures.
• Assist the Finance team as needed with the yearly audit at the end of each fiscal year.

Operations Support (approximately 30% of the position)

• Virtual staff meetings: Coordinate and execute meeting logistics for all virtual staff meetings.
• In person staff meetings: Support the Operations Coordinator in planning, execution, and on site support of in-person staff meetings.
• Departmental meetings: Coordinate and execute meeting logistics for Operations team virtual meetings and retreats.
• Maintain organizational staff calendar.
• Support with travel coordination, logistics, supply ordering, and schedule coordination for directors and deputy director.
• Support Operations virtual activities such as meeting coordination and scheduling, agenda creation, and document organization.

General Administrative and Office Support (approximately 10% of the position)

• Monitor and manage general correspondence email accounts.
• Collect and send mail for Boston office.
• Support the administrative needs of the office including answering phones, mail distribution, faxing, copying, following up with vendors, filing, responding to information requests, and updating documents.
• Assist in maintaining Boston office organization.

Other (approximately 10% of the position)

• Actively participate in required convenings, summits, retreats, and staff meetings, and participate in required virtual staff communications.
• Protect the organization by keeping information confidential.
• Update professional knowledge by participating in educational opportunities approved by NNAF, maintaining networks, and participating in professional organizations as relevant to your role.
• Perform duties required of all staff to support smooth internal operations such as submitting timely expense reports, reimbursement requests, and timesheets.
• Perform other duties as assigned by supervisor.

Ability to travel as job requires, approximately six times minimum per year. Travel will primarily be overnight, for approximately 3 - 6 days, and national. Regardless of where employee lives, and barring travel delays outside of an individual’s control, employee must be able to arrive at destination on-time.

Qualifications

Job experience requirements

• 1-2 or more years of relevant work experience.

Specific skill sets

• Strong organizational skills such as attention to detail and comfort navigating online data systems
• Ability to work effectively with Google Sheets and/or Microsoft Excel
• Strong written and verbal communication skills
• Ability to coordinate projects that require team collaboration and review processes
• Ability to coordinate a project with supervision
• Ability to use discretion when handling confidential information.
• Confidence with planning, problem solving, able to maintain flexibility and effectively manage ambiguity in a responsive work environment.
• Interpersonal skills with the ability to relate to and empathize with others
• Note: Experience with Quickbooks and/or other accounting software is not necessary

Qualities

• Committed to abortion access and full reproductive health care for all.
• Committed to an intersectional framework that includes but is not limited to gender, economic, and racial justice.
• Ability to enjoy collaboration and be a part of a dynamic, highly productive and integrated team; maintain flexibility and effectively manage ambiguity in a responsive work environment.
• Self-motivated, resourceful, creative, and able to work without significant day-to-day supervision.
• Open to giving and receiving feedback and committed to practicing this regularly.
• Belief in bucking the trend through progressive policies to create a new vision for our future.
• Appreciation of working with diverse staff and board in an organization committed to racial justice.
• Compassion and careful attention towards meeting attendees that require varied personal needs met when organizing logistical details

The physical demands and work environment described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with different abilities to perform the essential functions.

• Depending on location, a combination of in-office and virtual office at this time. Must be able to participate in online virtual communications including email, video conferencing, and other online tools used to facilitate virtual office culture and work sharing.
• This position is full time, with employee’s regular full time schedule to be approved by supervisor. Regular hours must include attendance during core business hours from 12:00pm – 5:00pm Eastern Time, Monday through Friday. Occasional work on evenings and weekends as needed as necessitated by travel.
• Must be able to conduct business in English; however, fluency in languages other than English is a plus.
• Smoke- and drug (illegal or recreational)-free environment.
• Some work at off-site locations may be required; NNAF aims for accessibility in any off-site location that we have control of, but some of them may not be fully accessible.
• This role routinely uses standard office equipment such as computers, phones, and scanners. Employee is regularly required to communicate effectively via computer, via phone, and in person.
• This role requires frequent sitting.

NNAF is an equal opportunity employer and does not discriminate against any individual based on any non-merit factor, and is committed to an equitable workplace where everyone is treated as a respected and valued member of the team. In fact, NNAF actively seeks to build and maintain a diverse staff with regard to race, culture, ethnicity, class, religion, physical ability, age, gender, and sexual orientation. As an organization working in solidarity with the reproductive justice movement, NNAF is committed to fostering the leadership and elevating the voices of women, young people, people of color, Native people, immigrant and refugees, low-income people, LGBQ+, and transgender, gender non-conforming, and non-binary people, people who have had abortions, people with disabilities, young parents, people who were formerly imprisoned, people who have received funding for abortions, and people living in the many intersections of these experiences. We encourage people from these communities to apply.