Administrative and Financial Assistant (part-time)

I Was Supposed to Have a Baby (IWSTHAB) connects people from all over the globe struggling to have a child. The organization seeks an Administrative and Financial Assistant to support the entire organization’s administrative and financial processes. The right person will work in partnership with our Executive Director and team to support IWSTHAB’s growth and ability to help thousands of people who can benefit from our work. 

About the Role:

• This person would be responsible for helping to maintain and manage our administrative and financial work. 
• This is a part-time position of (approximately) 20 hours per week (.5 FTE), with flexible working hours outside of some core working hours. The role requires at least 30 minutes of availability during regular business hours each day Monday-Thursday. We also need the person to be available on at least two business days between  10am-1pm ET. 
• We are headquartered in New York City, but this is a fully remote, virtual position. We welcome applicants from around the United States. 
• This position will report to the organization’s Founder/ Executive Director.

Responsibilities:

• Manage donor CRM (Neon). Maintain constituent data, enter donations, produce acknowledgment letters, record payment receipts, and ran reports.
• Reconcile donor CRM with Quickbooks. 
• Create, send, and track invoices, and send payments on behalf of the organization. 
• Design and maintain organizational financial processes. 
• Manage correspondence in a variety of email accounts and Google Voice. This includes fielding inquiries from community members struggling with infertility or pregnancy loss. 
• Maintain and update the organization’s online resource library. 
• Support Founder/ Executive Director with various administrative tasks, such as purchasing, scheduling, etc. 
• Working with the IWSTHAB team: participate in monthly staff meetings and support the team in various ways as needed. 

About You:

This is not a typical administrative job. Due to the sensitive nature of our work, the ideal candidate has a background in mental health and/ or experience in a professional administrative and financial role. We are looking for a candidate with practical, on-the-ground experience who is ready to hit the ground running.  

• Alignment with our organizational values of kindness, warmth, belonging, and quality, responsive support. 
• Background in mental health and/ or the empathy needed to handle sensitive fertility-related inquiries.
• Ability to produce high-quality and accurate work efficiently.
• Excellent planning, project management, and execution skills.
• Ease and flexibility in handling multiple priorities and deadlines.
• Comfort working with colleagues in multiple geographic locations and using technology to facilitate daily work and collaborative projects.
• Proficient using Google Suite, Microsoft Excel, and Zoom.
• Proficiency in using donor CRM platforms and working with financial information. Experience with Neon is a plus. 
• Able to clearly and appropriately communicate and listen empathetically in various settings and styles, both verbally and in writing.

We are deeply invested in finding the right fit for our team and this role. We recognize that the right candidate may have different qualifications from those listed above. This position may be an opportunity for someone with experience in one of these areas to build new skills as they grow. If you believe you are poised to excel in this role, we encourage you to apply even if you do not meet all of the qualifications.

Compensation, Benefits, and Start Date 

• Salary: $25,000 a year, commensurate with experience

• Benefits:

• Unlimited time off policy 
• $500 stipend to spend on home office equipment
• $1000 annual mental health stipend
• Paid time off for Jewish and national holidays

• Preferred Start Date:  July 15, 2024

To Apply

Please click here to apply. Applicants will be interviewed on a rolling basis. 

Please contact [email protected] with any questions. 

IWSTHAB provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

WORK AUTHORIZATION & CLEARANCE:

Documentation of U.S. citizenship or eligibility to work in the United States. Candidates must reside within the United States.