Operations Specialist

Aston Carter; Malvern (Chester County); Hybrid; USD 26,000 - 29,000; Full time

Benefits offered by this job

Medical & Vision

Critical Illness

401(k) Plan

Life Insurance

Disability Insurance

HSA

Transportation

EAP

PTO

Job summary

Aston Carter in Malvern, PA is seeking an Operations Specialist to support donor and nonprofit conversations and manage receipt and processing of financial transactions in our recordkeeping system.

You will work cross-functionally with donors, charities, and staff, operating in multiple departments with a 37.5-hour week, onsite 3 days a week and overtime during peak periods. This contract role emphasizes accuracy, confidentiality, and strong customer service.

Qualifications

• Bachelor's degree in business (recent).
• Internship or customer-facing experience required.
• Proficiency in accounting, customer support, and Excel.
• Strong business planning and customer service skills.

Responsibilities

• Complete routine data entry for financial transactions (contributions, grants, exchanges) and account information.
• Apply general knowledge of transactions after training.
• Support and sort inbound and outbound mail procedures.
• Support transactional processes for grant delivery, via check or electronic.
• Respond to inbound calls and emails from clients and charities.
• Maintain high accuracy with software, applications and equipment.
• Demonstrate understanding of policies and guidelines.
• Maintain a high level of professionalism and customer service.
• Provide back-up and support to team members as needed.
• Support continuous improvement by providing feedback.
• Exercise confidentiality and discretion with client data.

Skills

Bachelor's in business

Customer-facing experience

Accounting & Excel

Business planning & service

Education

Bachelor's degree in business

Job description

Job Title: Operations Specialist

Job Description

The Operations Specialist is responsible for assisting in donor and non-profit conversations and acting on the receipt and processing of financial transactions in our recordkeeping system. This role involves working with donors, charities, and staff members within the organization to facilitate donor requests. This is a cross-department role, trained in several Operation disciplines and activities, and working in various areas as the workload requires.

The Operations Specialist is responsible for assisting in donor and non-profit conversations and acting on the receipt and processing of financial transactions in our recordkeeping system. This role involves working with donors, charities, and staff members within the organization to facilitate donor requests. This is a cross-department role, trained in several Operation disciplines and activities, and working in various areas as the workload requires.

Responsibilities

• Complete routine data entry for financial transactions (contributions, grants, exchanges) and account information
• Apply a general knowledge of assigned transactions upon successful completion of training
• Support and sort inbound and outbound mail procedures
• Support transactional processes related to the delivery of a grant, via check or electronically
• Respond to inbound calls and emails from clients and charities
• Achieve and maintain a high level of accuracy with functional skills, desktop applications, and appropriate workplace equipment and applications
• Demonstrate a good proficiency and understanding of policies and guidelines
• Possess a high level of professionalism and customer service
• Provide back-up and support to team members as needed
• Support continuous improvement by providing feedback as applicable
• Exercise the highest level of confidentiality and discretion with client and account information
• Other duties as assigned

Essential Skills

• Bachelor's degree in business (since 2021 or more recent)
• Internship experience OR experience within a customer-facing setting (e.g., hospitality, banking, collections, financial planning, loan processing, B2B)
• Proficiency in accounting, customer support, client service, and Excel
• Strong business planning and customer service skills

Additional Skills & Qualifications

• Experience in a non-profit setting is a plus

Work Environment

This team will work in a team of 15 and will report to the manager. They operate onsite 3 days per week (Tuesday, Wednesday, Thursday) with a 37.5 hour work week. During November and December, there will be increased business hours and overtime required.

Job Type & Location

This is a Contract position based out of Malvern, PA.

Pay and Benefits

The pay range for this position is $19.00 - $21.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post‑tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long‑term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in Malvern,PA.

Application Deadline

This position is anticipated to close on Mar 27, 2025.

Equal Opportunity Employer

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

Contact Information Collection We collect your phone number and email so that an Aston Carter representative can reach out to you regarding potential job opportunities. Please ensure that the phone number and email you provide are accurate, as an incorrect phone number or email may affect our ability to contact you.

Use of Artificial Intelligence (AI) We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.