Summary:

Administrative professional primarily responsible for accurate and timely processing of high-touch and mission-critical reimbursements for the Foundation, Society and Wellness Alliance’s governance, speakers, volunteers and instructors, most of whom are C-suite executives that are volunteering their time for the organization. Reimbursements must be completed accurately, timely, and in compliance with Foundation policy and related tax laws and requirements. 

In this primary capacity, the incumbent must be able to exercise appropriate discretion and independent judgement to make decisions that materially impact the business operations for a non-profit organization. 

As assigned and as business needs dictate, the incumbent will also assist with administrative and support functions for the Executive and Governance Operations department, including but not limited to events planning, meeting administration, minutes/agenda creation, communications, and various levels of support to Executive Committee (EC) and Executive Leadership Team (ELT) members at offsite meetings. 

Essential Duties and Responsibilities

This Position Description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

• Provides an exceptional level of customer service to our governance/board/committee members and all other speakers, instructors, contributors, and volunteers. 
• Tactfully and diligently follow-up with customers and/or internal employees to verify or collect unclear, incomplete and/or omitted information on reimbursement submissions.
• Possess the ability to retain rules/requirements for processing different types of reimbursements, and proven ability to critically analyze requirements of a branched process with many “if, then” variables. Exercise appropriate discretion and independent judgement when processing reimbursements.
• Process a minimum of seven (7) reimbursements per day (average of 35-40 per week) with a maximum of a two-week turnaround targeted from submission date. As needed, during peak processing months, work additional hours (beyond that of our normal workweek) needed to process a higher volume of submissions. Will work with Reimbursements Supervisor if volume of submissions is high enough to require an extension beyond the standard two-week processing time (e.g., after the February/June Trustees, Board and Committee Meetings, U.S. and Canadian Annual Conferences.)
• Accurately processes reimbursements in US and CAN currency, including the proven ability to correctly calculate currency conversion rates. 
• Researches “reasonable and customary” airfare pricing in advance of meetings for inclusion in memos for applicable Executive Committee and Board & Committee meetings, volunteers, speakers, etc. by calculating the average airfare between the volunteer’s hometown and the airport nearest the meeting/program location.
• Once fully trained in role, the incumbent will be expected to suggest process improvement projects, where appropriate, to refine/revise instructions and policies that are sent to the persons submitting reimbursements for the policy. 
• Once fully trained in role, the incumbent will effectively train/orient new speakers, volunteers, instructors (etc.) on the reimbursement processes and requirements for the Foundation.
• Provides confidential support, with the appropriate level of professional tact and discretion, for the Executive/Governance Operations department and the Executive Leadership Team. 
• As assigned, prepares and follows-through on all requirements to ensure successful Board and committee meetings. This may include tasks such as: updating and reviewing agendas, minutes, summary documents, proofing, preparing and/or packing meeting collateral, administratively supporting onsite events, etc.
• As needed, may serve as a backup for various administrative and/or accounting tasks, including but not limited to: reconciliation of bank statements; reconciliation and entering of employee credit card statements and expense reports; assisting with 1099 reconciliation; or assisting Senior Accountants and A/P personnel, or Executive/Governance personnel in various tasks.

Supervisory Responsibilities: 

No formal supervisory responsibilities; however, incumbent may be required to train/mentor more junior staff members.

Required Education/ Experience: 

The International Foundation will always consider candidates with an equivalent combination of education and relevant experience.

• An associate’s degree in Accounting, HR/Payroll, or similar field is required, with at least 1+ year of professional experience in calculating and processing payments. 
• Prior experience processing payments to individuals (e.g.: payroll, reimbursements, expense reports, etc.) is strongly preferred, but will also consider candidates with general A/P or accounting experience as well. 

Minimum Qualifications/Skills: 

• Must possess intermediate-to-advanced proficiency using MS Word, Excel and Outlook. Must understand and be comfortable working with Smartsheet.
• Excellent mathematical skills are required and a proficiency assessment will be part of the interview process. 
• Very strong interpersonal speaking and writing ability, with a strong command of English language, and a proven ability to deal with interpersonal conflict (in enforcing policies and processes) in a tactful and professional manner is critical to success in the role. 
• While some rules/procedures in this role are set and standardized, many items have substantial “gray area” that will require the incumbent to assess the entirety of the request/submission, critically analyze options and past practices, exercise independent discretion, and apply sound judgment to make appropriate and defensible decisions regarding reimbursements made to mission-critical personnel.
• Given the volume of reimbursement requests, the high-touch expectation of service, the need to regularly and professionally follow-up with submitters, we are seeking a highly organized and detail-oriented professional with exceptional time management skills who is able to prioritize and manage their own workload to meet expected deadlines.

Travel Requirements: 

This position may intermittently require that the individual travel for work; but only up to 10% of the time.

Hybrid Work Environment:

This position is expected to work from our corporate headquarters office in Brookfield, WI, Monday through Friday of each week. This is an office environment with typical conditions, including lighting, noise, seating and equipment. Following a successful training period (and pending each individual's ability to effectively work from an appropriately-equipped home office, per the terms of the Hybrid Work Policy) incumbents may permitted to work remotely on Mondays and Fridays, as business needs allow, in up-to a 60/40 (onsite/remote) hybrid schedule. The Foundation reserves the right to modify the current hybrid schedule at any time as business needs dictate. 

Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, or crouch

The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.  

The above statements reflect the general details necessary to describe the principal functions of the occupation described and shall not be construed as a detailed description of all the work that may be inherent in the occupation.

COMPENSATION, PERKS & BENEFITS:

COMP: The annual salary range for this role starts at $42,000, depending on experience.

Our incredible benefits package includes a comprehensive medical plan, vision plan, dental plan, long term disability, short term disability, paid vacation, sick and paid holidays. Our retirement plan includes a defined benefit (pension) plan AND a non-elective company 401(k) contribution AND a 401(k) matching contribution. Unique organizational perks include on-site fitness center with yoga and strength training classes, mindfulness sessions, a bocce league, softball team, and even a cribbage club to name a few!

ABOUT US:

The International Foundation of Employee Benefit Plans is North America’s largest membership organization for those who work with employee benefit plans. The Foundation’s employees make a HUGE impact on the livelihoods of millions of workers across the U.S. and Canada because of the work we do in providing education and research to the benefits community. Employees enjoy an outstanding benefits package, unique employee perks, creative and caring co-workers—all within a family-friendly workplace. Speaking of workplaces, the Foundation is tucked into a 15-acre wooded slice of nature in the heart of Brookfield. We’re small enough for you to have ongoing, meaningful impact on the organization but big enough to make international news. Visit us at www.ifebp.org or connect with us on the socials.