The Billing and Administrative Manager is responsible for managing accounts payable and accounts receivable, as well as the day-to-day operations of the AATB national office. The Billing and Administrative Manager is also responsible for providing administrative support to the President and Chief Executive Officer, AATB senior staff, The Executive Committee of the Board of Governors (BoG) and the Chair of the Tissue Policy Group (TPG).
Provides hands on management of accounts payable. Reviews invoices to prevent duplicate payments; codes and processes payables into accounting system; collects and processes expense reports; generates biweekly A/P payments; organizes, tracks and files A/P documentation. Maintains vendor records to ensure details are accurate for remittance and 1099 filings.
Responsible for managing accounts receivable. Codes and enters deposits and related transactions into the accounting system. Works with team members to ensure revenue is received and recorded accurately.
Assists with membership dues invoice preparation and distribution, and identifies outstanding payments.
Maintains and updates check signature and bank account access cards as needed.
Reconciles and codes corporate credit card statements.
Under the leadership of an outsourced team, provides support for the annual audit, corporate tax filings, budget preparation and budget variances reports.
Updates and maintains accounting contacts with AATB member institutions.
Acts as liaison to property management and office vendors (landlord, housekeeping, internet provider, security, and other service providers).
Assists with coordinating and scheduling internal meetings, appointments, and travel logistics as needed for the CEO and senior staff.
Maintains, updates, distributes and collects the supporting questionnaires and documentation for the AATB Compliance Program.
Supports the AATB Staff Liaisons and Committee/Council leadership assigned to AATB committee and council chairs as requested.
Participates in the new hire orientation of all new AATB employees, completing the on-boarding checklist for personnel files.
Answers the Association’s main telephone line and routes calls as necessary.
Monitors Association’s general email boxes and responds and reroutes emails accordingly.
Assists the CEO with liaison duties for the AATB Finance Committee.
Assists AATB leadership and senior staff with administrative activities as needed, including assisting with responding to email and phone inquiries, assisting members with event registration questions, and other duties as assigned.
Line of Communication and Accountability
The Billing and Administrative Manager reports to the Vice President of Membership and Education or her designee.
Work Environment including Physical Demands
This position operates in a professional office setting, with the option to telework on a set schedule three days per week.
This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. This would require the ability to lift files, open filing cabinets, walk, bend and stand as necessary.
Position Type/Hours of Work
This is a full-time exempt position, Monday through Friday. The normal work schedule for all employees is eight hours a day, Monday through Friday. Core business hours are 10:00 a.m. – 4:00 p.m. Eastern time, and the start and finish time can be flexible to accommodate the commute. Changes to the work schedule must be approved by the CEO or his designee. Occasional evening and weekend work may be required as job duties demand. This is a hybrid position, requiring at least one day in the AATB home office per week.
Occasional travel may be required at the discretion and approval of the supervisor.
AATB provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves or absence, compensation and training.
Please note this job 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.
Required Education and Experience
Bachelor’s degree or relevant experience.
A record of successful and progressively responsible financial and administrative roles within an organization.
Experience working in an Association or nonprofit environment is highly desirable.
Five years of relevant experience with accounting systems such as QuickBooks and Bill.com, and knowledge of accounting department workflow (accounts payable, accounts receivable, and budgeting).
Five years relevant experience in providing office support and customer service.
Ability to communicate with all staff levels of the Association and with all levels of membership.
Excellent attention to detail. Strong organizational, interpersonal, and critical thinking skills. Ability to take initiative and make independent decisions.
The American Association of Tissue Banks (AATB) is a professional, non-profit, scientific, and educational organization. AATB is the only national tissue banking organization in the United States, and its membership totals more than 120 accredited tissue banks and over 6,000 individual members. These banks recover tissue from more than 58,000 donors and distribute in excess of 3.3 million allografts for more than 2.5 million tissue transplants performed annually in the US. The overwhelming majority of the human tissue distributed for these transplants comes from AATB-accredited tissue banks.