Operations Administrator (hybrid part-time, 15-20 hours/week)

Operations Administrator (part-time, 15-20 hours/week)

If this posting is active, we are still accepting applications - please read the job description in its entirety and see the bottom of the posting for application instructions.

Job purpose

The Operations Administrator takes care of a variety of operational tasks to ensure the seamless day-to-day functioning of Lucy’s Love Bus. This role is a key part of our small team, critical in: overseeing donation management; compiling invoices and receipts; and providing general operational support as needed. This position reports directly to the Executive Director and collaborates closely with all team members.

About Lucy’s Love Bus

Lucy’s Love Bus is a 501c3 nonprofit organization based in Amesbury, MA. Our mission is to deliver joy, comfort, and quality of life to New England children with cancer and their families through free integrative therapies and holistic support. Lucy’s Love Bus is the only nonprofit in the country that provides free integrative therapies to the entire family of a child with cancer, regardless of the child’s phase of treatment. Integrative therapies such as massage, yoga, meditation, acupuncture, music therapy, and therapeutic horseback riding ease children’s pain and anxiety during and after traditional medical treatments, and provides siblings and caregivers with coping tools. We support over 750 individuals each year through our programs, and with continued growth, we are seeking to add to our powerhouse team!

Job location: Amesbury, MA

This job requires the candidate to be in the office in Amesbury every Tuesday and Thursday between 10am and 2pm, with a preference that the candidate can accommodate a schedule of 9am to 4pm on the third Thursday of every month. Each week it is the candidate’s choice of when to add the remaining work hours, which may be worked remotely as long as the candidate has all of the materials required to complete that week’s work (i.e. mail, checks, deposits).

Duties and responsibilities

Donor & financial management

Maintain the organization’s donor database system (Kindful) including data entry, clean-up, and report generation to support ongoing donor stewardship efforts

Manage the timely acknowledgment of gifts and ensure proper documentation of donations, including scanning and filing checks and letters, and writing thank you cards

Process incoming and outgoing mail and ensure proper documentation

Assist in donor communications, including contacting donors for updated payment information or to answer questions, complete matching donation requests, and provide recurring/monthly donor support

Run reports from all payment processors, compile invoices, and create check deposit detail reports for bookkeeper monthly

Operational & administrative support

Collect mail from Amesbury post office two times per week

Support all staff with research, scheduling meetings, data entry, making copies, printing, collating paperwork, compiling invoices, sending mail, and other duties as assigned

Manage inventory of merchandise and donated items; maintain presentable office space including taking out trash, sweeping, and ordering supplies

Respond to public inquiries on social media platforms; share content as needed

Event support

Monitor registrations, assemble materials needed for events

Some night and weekend availability (with advanced notice) to assist with tabling at events

Qualifications

Required

Presence in the Amesbury office from 10am-2pm on Tuesdays and Thursdays

Professional and/or educational experience in business management, office administration/operations, nonprofits or related field

Exceptional organizational skills and attention to detail

A strong work ethic and a collaborative working style

Strong knowledge of MS Office and Google; primarily Word, Excel, Sheets and Docs

Must successfully pass a background check

Preferred

Reliable means of private transport

High level of computer proficiency; confidence with learning new technology (must be “tech savvy”)

Strong verbal, written, and interpersonal communication skills

Comfortable taking initiative and working through problems/unknowns

Experience with CRMs such as Kindful, Classy, Salesforce, Bloomerang, Network for Good, DonorPerfect, etc.

Experience with social media (ie Facebook, LinkedIn, YouTube, Instagram) and marketing email platforms (ie Emma, MailChimp, Constant Contact)

Ability to communicate sufficiently in Spanish (verbal and written)

Salary & Benefits

Part-time position at 15-20 hours/week, $20-$25/hour (depending upon experience)

Be part of a mission-driven organization and engage in rewarding work that has a positive impact in the lives of local childhood cancer families

Culture emphasizing work-life balance and self-care

5 vacation/personal days, increased by 1 day each year of employment

Opportunity for advancement and more hours based on skill set and organizational need

Our office is in a mill building in the vibrant downtown of Amesbury, Massachusetts. This building is fully accessible with two elevators, has ample free parking, and is accessible via public transportation from the Newburyport Commuter Rail Station and Merrimack Valley Regional Transit Authority.

Hiring Process

Please submit a cover letter and your résumé to info@lucyslovebus.org with the subject line: “Operations Administrator.”

All applicants will be contacted within two weeks of submitting their materials with thanks for applying, and any next steps. This position will remain open and posted until filled.

Our goal is to be a diverse workforce that is representative, at all job levels, of the communities and families we serve. Lucy’s Love Bus is an Equal Opportunity Employer, and does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis. All employment is decided on the basis of qualifications, merit, and organizational need.

Thinking about applying?

Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you’re currently reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your lived experience and passion set you apart.