Part-Time Operations Assistant

The Role

The Operations Assistant is responsible for assisting with day-to-day operations to support the entire USTA New England team with Finance, HR, and Operations. This is a part time position, scheduled to work up to 20 hours per week. Actual hours may fluctuate based on seasonality and business need.

This includes, but is not limited to processing invoices, assisting with financial reconciliations, projections, analyses, conducting phone screens, assisting with on-boarding, and supporting in-person and virtual meeting logistics. The operations assistant plays a vital role to support centralized administrative functions, ensure compliance and optimize operational efficiencies within the organization.

Responsibilities

The job will include, but is not limited, to the following responsibilities:

Finance

• Accounts Payable Support: Assist with the processing of invoices and staff/volunteer expense reimbursements through digital systems, ensuring adherence to policies/procedures and appropriate budgets. Assist with gathering required paperwork to register vendors in digital systems.
• Data Entry and Management: Perform accurate data entry into financial management systems to support the general ledger and monthly closing processes.
• Financial Liaison: Serve as a secondary contact for the organization and with National Shared Financial Services, while monitoring financial data and assisting with routine financial activities.
• Audit Preparation: Aid in the collection and organization of documentation for annual audits, including payroll registers, journal entry backups, and year-end accrual support.
• Registration & Payment Processing: Support fiduciary tasks related to program registrations, including processing payments and managing associated paperwork for participants.
• Assist with coordinating the process for independent contractors to ensure completion of all paperwork and background checks.

Human Resources

• Recruitment Administration: Coordinate the logistics of the hiring process, including posting job requisitions, screening applicant paperwork, and scheduling interviews.
• Onboarding Coordination: Manage the initial onboarding experience for new hires, coaches, and volunteers by ensuring the completion of background checks, Safe Play compliance, and digital onboarding portals.
• Personnel Record Maintenance: Organize and maintain secure digital personnel and medical files, ensuring that personnel records are correctly uploaded and stored according to record retention policies.
• Time-Off Tracking: Assist in monitoring and reporting on employee time-off balances, including PTO, sick time, and parental leave requests.
• Training Administration: Track and report on staff completion rates for required training.
• Offboarding: Assist with offboarding logistics, including updating personnel records, recovering equipment, and revoking digital system access.

General Administration/operations

• Process Digitization: Assist in transitioning paper-based internal forms (e.g., expense reports, compliance forms) to automated digital workflows to increase accuracy and reduce manual workload.
• Meeting & Event Logistics: Coordinate logistics for virtual and in-person meetings.
• Technology Management: Support technology needs for staff, including the purchase of new computers, software, etc.
• Basic Office Support: Manage general organizational inboxes, process incoming physical mail, and order general office/event supplies as needed.

Requirements & Qualifications

• INITIATIVE - Self-motivation, action-oriented and resourceful in accomplishing work. A willingness to do what it takes and meticulous about following through even when hurdles may arise. An eagerness to think ahead and be proactive in approach to work.
• SERVICE ORIENTATION - Enjoys problem solving and helping others in a commitment to best in class customer service. Great interpersonal skills that can resolve conflict. A willingness to respect and embrace the diversity of our communities whether virtually or in-person.
• QUALITY OF WORK - Has a good foundation of methodical, personal organization that gives confidence to reach deadlines and achieve outcomes even when there are multiple priorities.
• INNOVATION - Always searching for new ways to be more effective and grow participation in our programs. Explores processes and tools that reduce administrative workload, tweak and build our programs & services through new ideas and concepts. Identifies lessons learned and adapts when concepts may not be successful.
• ADAPTABILITY & PRIORITIZATION - Ability to juggle task lists across multiple departments and pivot quickly as needs change.
• ACCOUNTABILITY - Accountable for measurable, high-quality, timely, and cost effective results.
• CONFIDENTIALITY - Ability to use discretion while maintaining the highest standards of security and privacy regarding sensitive personnel and financial data.
• COMMUNICATION - Skilled at and loves keeping everyone informed about what is going on and can do so succinctly, clearly, and compellingly. This includes written and verbal communication.
• ANALYTICAL - Utilizes data and quantitative/qualitative feedback to drive decision-making and support the mission & financial health of the organization.
• FINANCIAL ACCURACY - Demonstrate strong numerical accuracy, basic tracking, and routine reporting.
• COLLABORATION & PROJECT MANAGEMENT - Ability to prioritize tasks and excellent time management skills with a proven ability to meet deadlines. Highly collaborative mindset—able to listen to and balance input and opinions from team members.
• COMPUTER SKILLS - Proficient with Google Drive and Microsoft Office Suite. Savvy in learning new technology platforms.
• OTHER - College degree preferred or previous work experience in a related field. Must live in the New England Section. Must be able to work some flexible hours including evenings and weekends.
• Minimum qualifications:
• Must be able to travel to the Westborough, MA office at least once a week.
• High School diploma or equivalent required; College degree preferred.
• Strong knowledge of Excel/Google Sheets
• Good math skills and high attention to detail.
• Proficient in Google Workspace, Monday.com preferred; comfortable learning new software platforms.

Additional information

If this is a role that interests you, please apply. We look forward to learning more about you and the unique experiences you would bring to this role.

Benefits & Perks

• Paid Sick Leave
• Training and development opportunities
• Flexible, hybrid work model
• Company laptop provided
• Access to discounted tennis equipment
• Access to tickets to premier tennis events

Position FAQs

• Who will this position be working with? This position will report to the Operations Manager. The assistant will also work with staff members from other departments, USTA National and our volunteers as required.
• Is your team currently remote? We do have an office in Westborough, MA. This person will be required to come into the office once a week and attend in-person staff meetings throughout the year.
• How much does this position pay? How many hours is considered part-time? The position is non-exempt and paid between $18 - $22 per hour. Compensation is commensurate with experience. This position is regularly scheduled for up to 20 hours per week.
• What is USTA New England’s approach to a diverse and equitable workforce? We strive to create a workplace where everyone feels empowered to bring their full authentic selves to work and where everyone’s voice is heard. You can read our diversity statement below, but we want to take it a step further because creating a diverse and equitable workforce and workplace culture goes beyond a diversity statement in a job posting. We will continue the journey to educate, foster, cultivate, and preserve a culture of diversity, equity, and inclusion within the organization and beyond.

What does the hiring process consist of? The first step is to Apply!

• Apply - applications will be accepted until the position is filled.
• Screen - candidates advancing out of applications will be screened.
• Interview - will be conducted by a multi-person panel, including the hiring manager
• References - For finalist(s), professional references will be checked.
• Final Offer - will be made by HR.