Operational Specialist

The Operations Associate at Vanguard Charitable (VC) is responsible for assisting in donor and non-profit conversations, and acting on the receipt, processing, and approval of financial transactions, including contributions, grants, investment exchanges, and other account changes in our recordkeeping system. It is expected that working with donors and charities, and other staff within the organization, will be part of many of the activities of this role in order to facilitate donor requested transactions.

This is a cross-department role, trained in a number of the Operations disciplines and activities noted below, and working in various areas as the workload requires. Specialization in certain subject areas is encouraged, though flexibility to assist where needed is expected.

Responsibilities

• Respond to inbound calls and emails from clients and charities
• Complete routine and complex data entry for financial transactions (contributions, grants, exchanges) and account information
• Maintain an understanding of VC and IRS approved charitable donation policies and practices, and accept donations within those parameters
• Conduct research on grant requests by verifying they are in compliance with VC policies and procedures, IRS and OFAC guidelines
• Apply a high level of knowledge of to all transaction review policies, practices, and procedures and use critical thinking to identify any additional research that may be required
• Support inbound and outbound mail procedures and reporting. Assist with the review and approval of final outputs – grant checks and letters, contribution substantiations, quarterly statements, etc.
• Assist in the maintenance of Operations related procedures and business policy documents
• Compile and complete Operations related reports in a timely manner
• Assist with the aged grant checks and the stop and re-issue process
• Independently identify Operations related issues and trends and recommend improvements to workflow efficiencies. Provide recommendations for system and procedure enhancements. Test and validate enhancements and procedure changes before “go live” elevations
• Support cross-training efforts within team and assist others to ensure team responsibilities are covered
• Achieve and maintain high level of efficiency with functional skills, desktop applications and appropriate workplace equipment and applications
• Demonstrate a good proficiency and understanding of VC’s policies and guidelines for our clients
• Maintain effective work relationships by handling peer and management interactions in a positive and cooperative manner.
• Understand the roles and responsibilities as a staff member of VC’s Business Contingency Program. Positively influences and supports the organization in meeting contingency business objectives.
• Actively participate in special projects and perform other duties as assigned

Requirements

• College degree or equivalent work experience
• One year of relevant business experience preferred
• People interaction and transaction activity/process experience preferred
• Strong attention to detail
• Strong problem resolution and time management skills
• Strong written and verbal communication skills
• Able to interact effectively and comfortably with prospects/donors, non-profit personnel, VC management and co-workers
• Ability and willingness to participate in team environment