Organizational Summary

Upstream USA is a fast-growing, national nonprofit committed to ensuring that equitable, patient-centered contraceptive care is made available to any patient and is fully integrated into the health system as part of basic health care. We envision a future where all patients are screened for their contraceptive needs and offered patient-centered contraceptive counseling that’s free from bias, noncoercive, trauma-informed and delivered by knowledgeable providers and support staff following best medical practices and evidence-based guidelines. We believe all patients should be able to access the contraceptive service of their choice – when they want it and where it is convenient for them to get it.

We do this by partnering with healthcare organizations, providing them free training, education and technical assistance. Surveys from patients receiving care at Upstream-trained healthcare organizations consistently show that patients feel heard and respected, and are able to access the contraceptive method of their choice.

To meet the growing needs in our country, Upstream has launched a national expansion to transform contraceptive care in more than 700 healthcare organizations across the United States by 2030, reaching 5 million patients of reproductive age. Already, our work with more than 130 healthcare partners in nearly forty percent of the country helps integrate much needed contraceptive services across the spectrum of healthcare, including primary care practices.

Upstream is funded primarily through philanthropic individuals and foundations, and does not accept funding from pharmaceutical companies. Upstream’s budget has grown from $1.7 million just six years ago to approximately $60 million in 2024. Upstream’s work has also garnered attention from many leading publications including Harvard Public Health,  Bloomberg, MedPage Today, and Politico.

Position Summary

Our Finance & Administration Coordinator will support our core Finance and Administration department functions including Accounting, Financial Planning & Analysis (“FP&A”) and Contracts.  The individual in this role will play a key role in performing the initial processing of vendor payables and corporate card/reimbursable employee expenses (70%) and will assist with administrative tasks related to the budgeting and reporting cycle (10%). They will also enable the contracts process through administrative support for contract processing and insurance documentation. (20%).

Essential Duties and Responsibilities

• Perform initial review of vendor payables requests for completeness of documentation, dimension coding, and compliance with Upstream policies
• Discuss questions or missing information with Accounting Team
• Complete initial coding in Accounts Payable application for review
• Update vendor W-9 and ACH documentation in Accounts Payable application and file documentation in Accounting files
• Maintain tickler of outstanding vendor payables questions and communicate status with Accounting team
• Perform initial corporate card and reimbursable expense reviews for completeness, dimension coding, and compliance with Upstream policies;
• Maintain tickler of outstanding Corporate Card issues (Upstreamer and System issues)
• Prepare initial annual 1099 and other information reporting filings for review;
• Maintain a tracker of annual state registration and charitable compliance filings in conjunction with third-party vendors
• Prepare initial vendor credit applications to establish credit lines with new vendors
• Suggest updates to Financial Policies and Practices in keeping with Upstream’s Core Values
• Assist with communication and organization of annual financial forecasting and planning cycle
• Participate in Accounting, FP&A and Contracts application testing;
• Prepare and edit ad-hoc FP&A and Accounting reports or presentations as assigned
• Maintain tickler of outstanding Contract Team open items, queries and contract statuses
• Perform initial review of contract request submissions for Contract Team completion
• Ensure submission of final contract documentation to Upstream systems (e.g., Salesforce)
• Assist with annual insurance renewal information gathering, ensuring completion prior to broker due dates
• Assist with requests for insurance certificate or other ad hoc documentation
• Participate in process documentation for all Finance & Administration Teams
• Assist the Finance & Administration team with departmental retreat planning
• Additional duties as assigned

Required Education, Experience, Knowledge, Skills and Ability

Upstream celebrates and fosters an inclusive work environment and encourages people of all identities, perspectives and backgrounds to apply.      

• 1-2+ years of accounting experience, preferably in accounts payable
• Familiarity with bookkeeping, basic accounting procedures and interest in contract review
• Experience with accounting software systems, expense reporting systems and Microsoft Office applications is a plus
• Accuracy and attention to detail
• Organized, with ability to perform filing and record keeping tasks
• Possesses excellent interpersonal skills and ability to communicate effectively
• Provides a customer-service oriented approach and develops positive, productive relationships with colleagues
• Interest in and commitment to Upstream’s mission to expand opportunity by increasing access to contraception and reducing unplanned pregnancy
• Self-starter with an enthusiastic approach to responsibilities and professional growth
• Strong work ethic and a team oriented approach
• Sense of humor and affability
• BA in accounting, finance, business administration, or economics, or equivalent work experience

Other Upstream Staff Expectations

• Upstream USA’s COVID-19 Vaccine Policy requires employees to have completed a COVID-19 vaccine primary series unless a medical or religious exemption is approved. As a condition of employment, newly hired employees must provide proof of their COVID-19 vaccination or, if applicable, request a medical or religious exemption.
• All Upstreamers must also be able to attend work-related in-person meetings and functions as needed.
• In our hybrid work environments, there is a basic expectation that our Upstreamers will ensure that their work from home setups will have reliable access to phone and Internet to ensure connectivity to their teams.
• At Upstream we gather for moments that matter for training, teaming and connection. Our teams come together for occasional in person meetings and organizational retreats. As part of our hybrid work practices, this travel expectation will be applicable for all Upstreamers, even those based remotely.
• Engage in EDI learning & development, community engagement, and culture building activities up to 5% FTE (i.e., 2 work hours per 40 hour work week). Examples include attending trainings, conferences and summits, volunteering time, participating in local community events, mentoring and learning, participating in Communities of Belonging or Culture Council, developing language acquisition, learning universal design principles, and using professional development benefits for EDI topics, among other activities.

Attributes

The ideal candidate will embody and embrace our core values which serve as our operating principles:

• We keep our mission at the center; Upstream’s mission is to ensure that equitable, patient-centered contraceptive care is basic healthcare We trust each other; we are reliable, empathetic, compassionately direct, and confident in each others’ ability to do the same
• We work every day to build an equitable, diverse and inclusive culture; we respect the backgrounds contexts and experiences of individuals, teams and partners in our interactions
• We bring joy to our work; we create opportunities to celebrate, connect and strengthen relationships with one another.

Travel Requirements

This role will require up to 10% business travel. All Upstreamers can expect a minimum of 8 days of business travel per year to attend 1-2 annual organizational retreats and two annual team/department meetings.

Upstream Benefits

Upstream USA offers a comprehensive benefit package including medical, dental, vision, life insurance, long and short term disability, 401K with a match, generous vacation, personal, sick and holiday time off, parental leave, professional development, a fitness and cell phone allowance for all full time employees and part time employees who work a minimum of 24 hours per week.

Hiring Range

The hiring range for this role is $65,600.00 - 70,000.00.  Final offers for this position will be based upon several factors including the scope of the role, market compensation analysis, position requirements, candidate’s experience level and capabilities, internal pay equity considerations and will be made within the parameters of Upstream USA’s compensation framework and philosophy.

Hiring Process

Candidates who advance in our preliminary review process will have an opportunity to discuss the position, their employment background and lived experience with a member of our talent acquisition team by telephone. Those who advance to subsequent steps in our interview process may participate in up to three rounds of meetings by Zoom or in person and in a thought exercise/case study assignment. Each round could consist of multiple meetings with various Upstreamers.

EDI Vision Statement

Internally, we envision promoting equity by reducing disparities in the Upstream talent lifecycle and engagement, cultivating a diverse workforce and inclusive culture, and fostering power sharing when we make decisions.

EDI Guiding Principles

Through Equity, both in the workplace and in contraceptive care, we address root causes that enable disparities to occur, acknowledge that different resources and opportunities may be needed to reach fairer outcomes, and implement systems-level changes that are sustainable over time.

Through Diversity, we acknowledge, respect, and celebrate the collective mixture of differences and similarities of Upstreamers and our community partners. At Upstream, we value the diversity of identities at all intersections, while at the same time centering racial diversity.

 Through Inclusion, we succeed at creating a culture of belonging that embraces differences in identities and experiences by building trust, joy, and psychological safety. We cherish and elevate these differences through power-sharing in how things get done internally and in service of our mission.

Communities of Belonging

Serving as employee resource groups for Upstreamers, Communities of Belonging assist in advancing our equity, diversity, and inclusion journey. They assist in instilling organizational values in our work and support our EDI vision. Open to all employees, Communities of Belonging create opportunities for leadership development, community engagement, support, and resource mobilization.

Upstream Careers

At Upstream, we embrace diversity. We nurture it and we thrive on it because it benefits our organization, our partners, and our community. Our goal is to attract, develop and retain exceptional people, and to create a work environment that is dynamic, rewarding and enables each of us to realize our potential.  Upstream is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, genetic information, gender identity or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you have a disability or special need that requires accommodation, please let us know. Learn more  about working at Upstream, our values, and our commitment to Equity, Diversity and Inclusion. Upstream USA participates in E-Verify.

Upstream Headquarters

2 Oliver Street, Suite 402, Boston, MA 02109

www.upstream.org

No phone calls please.

Be advised that we do not ever conduct hiring interviews via text or email. Please protect yourself by learning more about our hiring practices and common red flags to look out for.