Senior Business Operations Coordinator

Department:            Treasurer’s Office

SUMMARY

The Senior Business Operations Coordinator provides essential administrative and operational support to the Treasurer and other managers in the Treasurer’s Office and sets a tone of order, harmony, and efficiency in the day-to-day operations. This role joyfully performs administrative tasks and identifies opportunities for improvement, thereby freeing up staff to focus fully on the “guardianship of church funds,” as described in the Church Manual.  This position provides punctual, accurate, and thorough responses to administrative-related questions or concerns; supports meetings; serves as key administrative liaison with other departments; and plans staff events that foster teamwork and unity.

The incumbent has exposure to sensitive and high priority matters of the Church and is expected to carry out responsibilities with a high level of professionalism and confidentiality. The incumbent must have a solid grasp of the Church’s Mission of “healing and saving the world from sin and death” (Man. 19:4), and be actively engaged in fulfilling it. Prayerfully supports the activities of the Treasurer’s Office.

Key Responsibilities:

• Administration
  • Provides outstanding office management; handles inquiries and maintains a sense of order.
  • Manages calendars and scheduling coordinates and plans travel details for the Treasurer and other managers, as needed.
  • Reviews incoming correspondence, drafts letters, maintains correspondence files; ensures that all documents produced are of the highest quality, accuracy, and completeness.
  • In collaboration with the Risk Manager, coordinates the department’s Business Continuity Plan.
  • Develops an understanding of the Treasurer’s needs; assumes additional responsibilities, as requested.
  • Plans and coordinates office meetings for staff, managers, and department events.
  • Identifies opportunities for and supports implementation of operational improvements.
• Collaboration and Communication
  • Supports team collaboration across the department and communicates effectively within the organization.
• Project Support:
  • Facilitate projects to support the workplace needs for the department, collaborating closely with other service departments.
• Policy and Procedure Implementation:
  • Ensures compliance with Church policies and procedures. Maintains Treasurer’s files according to Records Retention File plan. Maintains an accurate department organizational chart, staff lists and emergency contact information.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive Support to Treasurer (40%)

Calendar Management, including booking and tracking meetings; providing related materials and arranging logistics; troubleshooting schedule conflicts sometimes under time sensitive conditions; partnering with other Executive Assistants, the Manager of the Board Office, and others to coordinate meetings with Directors, Trustees, Finance Committee, coordinating managers, auditors, donors, vendors, and others.

Handles inquiries over phone, email, and in person in a timely manner, engaging staff in the appropriate department. Ensures timely resolution of all inquiries.

Reviews bills, letters, Board Action Memos, and other items prior to Treasurer’s review in order to support streamlined authorization processes, including:

• Proofreading and formatting documents and department communications according to guidelines,
• Working with originators of requests to include supporting documentation and increasing clarity and transparency of requests,
• Arranging meetings if further discussions are required.

Executive Support to other Treasurer’s Office Managers (20%)

Assists with managers’ calendars; facilitates scheduling meetings, including group meetings and related support (hotels, catering, meeting space and materials); circulates documents for review and approvals; provides input and guidance on procedures; performs miscellaneous tasks and responsibilities as needed. Reviews Tallie expense reports before submitting to the Treasurer for final review. Reviews and proofreads communication, proposals, financial reports, correspondence, letters to the Field, and offer edits.

Operational support to the Treasurer’s Office (40%)

Models a consistently high standard of order, joy, and efficiency in support of the Treasurer’s Office operations. Fosters teamwork and works with the management team to design and execute team-building initiatives and events. Coordinates staffing activity for Treasurer’s Office, assisting with hiring, onboarding, exiting, and transferring staff; supports adherence to appropriate guidelines; coordinates and assists with special projects. Assists with donations and gift acknowledgement processing; assist with processing donor record updates. Serves as a backup administrator of banking system access. May cover other departmental operational tasks during vacations or vacancies.

Troubleshoots and responds to issues, maintaining processes and procedures, and partnering with service departments regarding:

• Technology - hardware and software requests; troubleshooting issues; ensuring smooth operation of shared equipment; maintains email distribution lists; training staff on multi-function copiers, electronic faxing, etc.
• Facilities - coordinating resolution of needs and issues with HVAC, furniture, plumbing, lighting, nameplates, etc., for the Treasurer’s Office and shared areas of the Publishing House second floor
• Security - coordinating building and department access, and safety and emergency preparedness,
• Supplies - purchasing items to maintain inventory and fill requests
• Records Management - primary contact with Office of Records Management; supports compliance with Records Retention File plans and Vital Records collection
• Mailing Services - mailing, routing, and shipping support as needed in the office (and in support of remote employees); primary contact with mailroom and addresses mail delivery / scanning issues; reviews / corrects routing of scanned mail
• Business Continuity and Compliance - partners with Risk Manager to keep department plans current.

Other duties as assigned

STAFF MANAGEMENT AND JOB CONTACTS

Reporting Relationships:

Supervision: Reports to Treasurer

Supervises: None

Regular Contacts: This position has regular contact with the Treasurer, senior management, managers, executive support staff, colleagues across organization, various committees, auditors, vendors, Church members, and the public.

JOB REQUIREMENTS

Education/Experience

College degree or equivalent experience.  A minimum of  3-5 years of related professional work experience. Business experience preferred. Notary Public credentials preferred.

Knowledge/Skills

The incumbent should be discerning, kind, proactive, flexible, efficient, and joyful.  Must have demonstrated strong organizational, communication (written and verbal), and problem solving skills. , Requires outstanding interpersonal skills for effective communication at all levels of the organization.. Must be detail-oriented, highly motivated, and have the ability to multi-task projects, and follow through to resolution. Demonstrates a clear understanding of the importance of confidentiality and metaphysical support. Executive administrative support skills are required.

Technology Skills

The incumbent must possess a working knowledge and facility with current office software for calendars, documents, spreadsheets, presentations, databases and technology, in general, as well as demonstrate a technical problem-solving thought process.

Work environment

This position works regularly in an office environment at The Mother Church.

Engagement with Christian Science

Membership in The Mother Church required; and Primary Class instruction preferred.

Background Checks

This position is required to complete a background check to be hired and annual background checks thereafter.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.