Title: HR & Accounting Coordinator
Reports to: HR Business Partner
Status: Hourly, Non-exempt
Location: Seattle, WA (Hybrid)
Foundation Overview:
The Max Foundation is a leading global health nonprofit organization dedicated to accelerating health equity. For 28 years, Max has pioneered practical, scalable, high-quality solutions to bring life-extending treatments and patient-centered healthcare to more than 100,000 people living with cancer and critical illness in low- and middle-income countries. Max 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. Learn more at https://www.themaxfoundation.org/.
Role Summary:
The HR & Accounting Coordinator serves as a critical frontline presence for The Max Foundation and provides essential administrative and operational support for the Seattle headquarters office. This position is responsible for the organized and timely delivery of a variety of administrative tasks under the supervision & direction of the administration department. The role will primarily provide support to the HR & Accounting functional areas, with additional support as-needed for 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 as directed.
Responsibilities:
Office & General Administration
- Perform general office administration including managing mail service, office supplies, document organization, conference room bookings, and office access
- Scan and distribute incoming mail to internal team-members, including donations, invoices, etc.
- Maintain list of active vendor relationships for organization; coordinate activities with a variety of relevant vendors, including FedEx, DHL, USPS, & Amazon (including tracking & follow-up)
- Serve as an administrator of DocuSign software and collect internal signatures on behalf of the organization for various needs
- Act as the first point of contact for answering phones, forwarding requests for information or voicemails to relevant personnel, and orienting guests that visit the office
- Serve as a liaison between Max & our facilities contacts at co-working space (WeWork)
- Facilitate access setup for other staff to third-party platforms (FedEx, Amazon, WeWork, DocuSign)
- Coordinate catering for staff meetings and other employee events
- Update administrative SOPs as processes evolve, and maintain electronic database of procedural documents
Human Resources Support
- Serve as an HRIS system specialist in BambooHR, performing various data-entry & paperwork uploading in support of annual initiatives (ex. open enrollment) and personnel compliance items
- Maintain organizational chart; regularly update and upload to SharePoint and HRIS as staffing changes occur
- Support onboarding of new team members, including: the preparation of welcome packets, HRIS onboarding checklists, and initial orientation tour; enter global staff into HRIS system & send initial outreach email
- Track and maintain paper and/or electronic versions of employee & contractor files and service agreements; facilitate annual paperwork renewals for global contractors
- Facilitate annual employee events (ex. annual holiday party); support HR on monthly staff recognition activities (ex. birthday & anniversary programs)
- Support annual paperwork audit via records retrieval, review, and spot-checks; assist in data retention & destruction review, including the removal and shredding of paper files
- Create & administer surveys to collect team-member feedback on various initiatives (MS Forms)
Accounting Support
- Provide ongoing support to staff with credit card resolutions, expense tracking, and system training in banking portal
- Follow-up with team members to collect necessary documentation and receipts; review submitted materials for accuracy & completeness
- Perform data entry activities in accounting systems and audit records, as requested
- Provide ad-hoc accounting support for various annual projects (ex. audits)
- Act as a back-up support in making physical bank deposits and monitoring the accounting and administration email inboxes
Cross-Functional & Project Coordination
- Schedule calls and meetings as requested; serve as owner of standing group calendars, meetings, and agendas, including monthly Admin and HQ Staff meetings; ensure new hires are added to recurring group meetings during onboarding
- Maintain MaxHQ Calendar, ensuring that holidays, global meetings, and Board meetings are updated; follow-up with relevant coordinators and executive assistants to keep calendar current
- Track progress for departmental projects and goals; record and/or take minutes in group meetings, communicate action items to team-members, and circulate recordings/minutes after meetings
- Assist in proposal, creation, ordering, and distribution of annual staff appreciation items in partnership with VP of Communications & Development
- Assist with any travel arrangement changes, as needed (ex. changing dates, refunds, etc.)
- Cross-train in shipping & receiving and support global shipping needs, ex. staff appreciation items
- Support the inventory maintenance of the organization’s storage unit by coordinating with relevant team members to ensure all items are properly tracked, updated, and removed, as needed
- Serve as liaison for cross-functional correspondence; address administrative needs and questions from global staff
- Provide backup day-to-day logistics and reporting for diagnostics programs, including coordination of international mailing, tracking, and communications with global staff members, as needed
- Other duties, as assigned
Qualifications:
- Bachelor’s degree preferred, Associate’s degree or relevant certification required
- 1-3 years of administrative support experience, preferably in an HR or Accounting environment, international or non-profit experience a plus
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint)
- Experience with an HRIS (BambooHR) and/or accounting software (MIP), a plus
- Excellent organizational skills and strong attention to detail
- Strong verbal and written communication skills
- Experience managing bulk mailings, international mailing experience a plus
- Ability to maintain confidentiality of sensitive information
- Customer service-oriented approach with excellent interpersonal skills
- Comfortable working both independently on routine tasks and collaboratively within a team
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, dental, and vision premium coverage for employees; 50% premium coverage for spouse and/or dependents
- Annual vacation accrual 80 hours (increases over time), personal time accrual of 52 hours, 12 paid company holidays, and 2 floating holidays 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 our Safe Harbor 401k plan participation after 3 months of employment, including Max-paid 3% non-elective contribution regardless of participation
- Monthly wellness benefit (earn up to $70/month), Costco membership, and WFH/Commuter Stipend ($1,800/year)
Compensation: Typical hiring range for this role is $25.67 to $30.81 hourly, USD. Offers will factor in relevant candidate qualifications, cost of labor, pay equity, and geographical location. No relocation provided.
To Apply: Visit our website at https://www.themaxfoundation.org/careers to apply. Please include a resume and cover letter.
The Max Foundation is dedicated to diversity in staff and is an equal opportunity employer.