Operations Associate, Finance

Boston, MA, United States

Description

Passion. Purpose. Impact. CJP is at the heart of Greater Boston's Jewish community, but our reach is felt around the world. Ranked by BBJ as Massachusetts' largest non-profit organization - CJP is a philanthropic investor and mobilizer of people, resources, and skills that make a bigger difference locally and globally. We focus on making Jewish life and learning accessible to all individuals and families in Boston and beyond. We thoughtfully invest in the care and well-being of all community members. And we provide stability and growth to nonprofit organizations and institutions that underpin our community. Our greatest resource is our people - the staff, volunteers, partners, and leaders who help make Greater Boston's Jewish community a welcoming home. It's this energy and commitment that drive CJP's mission. We are one of Boston's oldest and most respected philanthropic organizations and we are currently seeking an Associate, Finance and Investment Partnerships

The Operations Associate, Finance works with Vice President, Risk Management & Investment Partnerships to ensure the achievement of goals, smooth operations, establishment of best practices and exceptional relationships for CJP's risk management, property operations, investment, Donor Advised Funds (DAFs) and other related programs. This role will create and manage automated workflows and steer implementation of digital signature systems. Perform initial contract review and coordinate contract signature approval process. Maintain key DAF materials and records. Prepare and distribute receipts for cash gifts to DAFs and endowments, and for all gifts to CJP of less liquid assets. Monitor distributions from estates and trusts. Support administration of irrevocable planned gifts. Coordinate outreach, compliance and governance activities for the Jewish Community Endowment Pool, LLP (JCEP) and other CJP investment programs.

Essential Functions:

•Coordinate contract review and approval process, including performing initial contract review and follow up of open items and issue resolution. Manage flow of contractor approval forms and contracts among managers, Human Resources, Risk Management, and other parties. Work with other departments to establish and maintain policies, procedures, and workflows for contract management, including trainings and contract inventory management. Administer a digital library of all executed contracts and templates and samples for future agreements.

•Design, implement, and administer the automated workflows in support of CJP's Finance team and broader staff, leveraging existing digital signature program, and other systems. Coordinate trainings on workflows and related system and serve as internal resource for troubleshooting.

•Create and coordinate a CJP-wide document retention program, including both physical and digital records. In coordination with Property Operations and other teams, oversee physical document storage for CJP by maintaining storage areas at the Kraft Family Building and arranging for appropriate digitization and secure storage of valuable and/or sensitive documents.

•Work with VP to assess, create and implement programs and policies for Risk Management at the Kraft Family Building in coordination with HR, CSI and Property Operations. Serve as lead support staff for Safety Committee.

•Maintain up to date DAF forms, monthly investment reports, and other key documents. Create and maintain electronic and paper records related to DAFs. Draft correspondence related to gifts to endowment and DAFs, creation of new DAFs, notifications to CJP of bequests pending, and related matters.

•Monitor distributions from estates and trusts to CJP, including correspondence with attorneys and estate representatives. Ensure that distributions are received and appropriately receipted.

•Prepare and distribute receipts for gifts to CJP of less liquid assets, and support receipting for cash gifts to DAFs and endowments.

•Administer room reservation system for the Kraft Family Building. Ensure proper support from IT, Property Operations, Security, and outside vendors for meetings and events taking place in the Kraft Family Building. Design and implement internal systems and automations to better administer use of building spaces.

•Support the activities of the CJP Investment Committee and Facilities & Real Estate Committee by scheduling in person, virtual, and hybrid meetings, attending and preparing minutes, and tracking attendance and other governance matters.

•Support outreach, compliance, investor relations, and governance activities for the Jewish Community Endowment Pool, LLP (JCEP), including coordinating the JCEP Annual Meeting.

•In cooperation with the other Finance team members and in support of the Associate Director, Tax & Compliance, support CJP's insurance program. Schedule meetings with insurance broker/consultant. Attend and track follow up items from meetings. Coordinate billing and document flow with CJP affiliates participating in insurance program.

•Send premium reminders and coordinate payments to insurers for all CJP owned life insurance. Coordinate efforts to secure death benefits from matured policies.

•Support annual audit by securing cash values for life insurance policies, performing present value analysis for gift annuities and charitable remainder trusts, and tracking bequests pending.

•Perform administrative activities for CJP's risk management, investment, Donor Advised Funds (DAFs) and other related programs, and in support of the Vice President, Risk Management and Investment Partnerships, including but not limited to preparing correspondence, scheduling internal and external meetings, recording activities in databases, and other administrative duties.

•Perform other duties as required or assigned by supervisor.

Requirements

Education:

•BA/BS Degree or equivalent experience required.

Experience:

•1-3 years related experience including support for legal, financial, insurance and/or risk management administration.

Skills/Competencies:

•Working knowledge of administrative and office procedures.

•Strong interpersonal skills and verbal communication skills.

•Strong writing and editing skills desired.

•Desire to work in a fast paced, entrepreneurial environment.

•Proficient with Word, Excel, Office 365, Adobe Acrobat, Database Systems, AdobeSign and workflow systems.

•Ability to handle multiple priorities at one time and meet deadlines.

•Ability to author and accurately proofread documents and correspondence.

•Ability to maintain confidentiality and to handle sensitive documents, paper and digital, with care and discretion.

•Strong aptitude for detail and commitment to accuracy and follow through.

•Ability to be flexible and adaptable to changes and shifting priorities.

Working Conditions:

•Hybrid Work Schedule: Tuesdays and Wednesdays in office work is required; Mondays, Thursdays and Fridays remote work option applies.

•Occasional early morning and evening hours to support meetings and key events.

•Remaining in a stationary position, often standing or sitting for prolonged periods, much of which will be working at a computer.

•Must be able to lift up to 15 pounds.

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