Operations Support Specialist

National Society for Histotechnology; United States; Remote; USD 40,000 - 55,000; Full time

Job summary

A nonprofit organization is looking for an Operations Support Specialist to ensure efficient daily operations. This role involves managing financial processes, member support, and planning events in a fully remote environment. Ideal candidates will have exceptional organizational skills, strong attention to detail, and experience in customer service. Proficiency in Microsoft Office and Asana is required.

Qualifications

• Exceptional organizational skills and experience providing daily support.
• Strong attention to detail and customer service skills.
• Ability to work in a virtual environment with minimal supervision.

Responsibilities

• Maintain office workflows and scheduling for CEO.
• Process invoices and maintain financial records.
• Serve as the first point of contact for inquiries.
• Assist in planning meetings and events.
• Support leadership with strategic initiatives.

Skills

Exceptional organizational skills

Strong written and verbal communication skills

Strong attention to detail

Ability to learn new technology quickly

Self-motivated

Customer service orientation

Microsoft Office proficiency

Education

Bachelor’s Degree preferred

Tools

Asana

Microsoft Office

Zoom

Job description

Summary of Duties

Reporting to the Chief Executive Officer (CEO), the Operations Support Specialist supports the efficient daily operations of the National Society for Histotechnology (NSH). This role combines administrative, accounting, and project coordination responsibilities, including managing financial processes, maintaining office workflows, providing member support, and assisting with meetings and the Annual Convention. The ideal candidate is organized, detail-oriented, and committed to delivering excellent service in a fully remote environment.

Specific Responsibilities Include

General Administration & Office Operations

• Maintain daily office workflows, calendars, and scheduling for CEO.
• Track project deadlines, deliverables, and assignments in NSH project management tool, Asana.
• Prepare and proofread correspondence, reports, and presentations.
• Coordinate internal communications and assist with staff or board logistics.
• Manage document control—updating policies, procedures, and shared files.

Finance & Accounting Support

• Process invoices, reimbursements, and expense reports.
• Code and submit bills and credit card transactions in accounting software.
• Track accounts receivable and payables; support month‑end close activities.
• Maintain accurate financial records for audits or budget reviews.
• Generate financial or membership reports as requested by leadership.

Customer & Member Service

• Serve as a first point of contact for calls, emails, and inquiries.
• Provide timely, accurate responses or route requests to the correct staff member.
• Maintain a professional and helpful tone in all communications.

Meetings & Event Support

• Assist in planning meetings, webinars, or conventions as needed (registration, materials, logistics, volunteer coordination).
• Support travel arrangements or supply orders.
• Attend and work onsite for seven (7) consecutive days at the Annual Convention, which rotates locations nationally each year; duties and schedules will be assigned by the CEO.

Strategic & Cross‑Functional Support

• Support leadership with administrative tasks tied to strategic initiatives.
• Gather and organize data for reporting and performance metrics.
• Identify workflow improvements and propose efficiency solutions.

Other Duties

• As assigned by the CEO.

Position Qualifications and Requirements

• Bachelor’s Degree preferred. Will consider relevant experience in lieu of bachelor’s degree.
• Exceptional organizational skills and experience providing daily support to customers.
• Passion for providing superior service.
• Ability to learn and master new technology quickly.
• Flexible and able to shift gears (tasks) as needed.
• Strong attention to detail.
• Strong written and verbal communication skills.
• Strong Personal Computer (PC) skills including Microsoft Office (Outlook, Word, Excel, PowerPoint), Zoom, Internet research experience, a basic knowledge of any Content Management System (CMS) and basic PC troubleshooting.
• Self‑motivated and ability to work with minimal supervision in a virtual environment.