Operations And Finance ManagerPosition Summary: AEME is seeking a highly organized, collaborative, and mission-driven Operations and Finance Manager to oversee the internal operations of our growing nonprofit organization. This broad generalist leadership role supports the systems and infrastructure that allow our schools and programs to operate effectively and sustainably in service of children and families.The Manager oversees core administrative functions including financial operations, human resources administration, payroll coordination, compliance tracking, contracts, technology systems, facilities coordination, and organizational operations. This position plays a key role in maintaining strong organizational systems, supporting fiscal stewardship, and helping ensure a positive, equitable, and well-functioning workplace culture.
The role is ideal for someone who enjoys balancing systems thinking with detailed administrative work, thrives in a collaborative environment, and is excited to help strengthen organizational infrastructure within a growing mission-driven organization.We are seeking a leader who demonstrates sound judgment, initiative, professionalism, flexibility, and strong commitment to equity, inclusion, and culturally responsive workplace practices in both organizational practices and relationships.Reports To: Executive DirectorWork Location: SE Portland, Oregon (specific location TBD). Potential option for hybrid work model if remote workspace meets our data privacy standards for visual and auditory privacy, and physical security due to the sensitive nature of this position, which involves handling confidential employee and student information.Position Schedule: Part-time, 32 hours per week. Anticipated start date: September 2026. This position may expand to full-time beginning Fall 2027.Focus Areas: 100% Administrative/OperationsPrimary Areas of ResponsibilityFinancial OperationsReview, code, and submit invoices and payments in a timely mannerEnsure expenses, revenues, and supporting documentation are accurately recordedSupport grant invoicing and fund drawdown processesCoordinate submission of documentation required for contracts, ACH setup, insurance, and government funding complianceReview monthly financial reports and identify discrepancies, missing expenses, or coding adjustmentsPrepare payroll allocation reports and upload payroll documentationReview quarterly payroll tax filings and payments for accuracy and timelinessManage agency credit cards, vendor W-9s, and related financial documentationCoordinate annual retirement plan compliance review and filingsCoordinate annual tax preparation process with CPA and bookkeeping partnersMaintain budget tracking and financial analysis toolsProvide financial analysis and reporting support to the Executive Director and School LeadershipCollaborate with the Executive Director on annual budget development and financial planningHuman ResourcesSupport equitable and inclusive employee practices through consistent implementation of policies, accessible communication, thoughtful onboarding, and culturally responsive workplace systemsSupport the full employee life cycle, including recruitment, onboarding, benefits administration, personnel records management and offboardingCoordinate employee job postings and applicant tracking systemsMaintain and support agency HR systems and employee documentationProcess payroll and coordinate employee deductions, benefits, and retirement contributionsSupport compliance with Paid Leave Oregon, FMLA, payroll tax requirements, and other employment-related regulationsCoordinate annual employee benefit renewals and employee communicationsSupport annual W-2 review and correction processes as neededMaintain confidentiality and accuracy of employee and payroll recordsOperations, Facilities & TechnologySupport organizational technology systems, vendors, and operational infrastructureCoordinate agency technology assets, including hardware inventory, access management, repairs, replacements, and equipment trackingOversee relationships with contracted service providers including IT, telecommunications, interpreters/translators, maintenance, landscaping, and other operational vendorsCoordinate agency insurance renewals, business licenses, utility accounts, and related operational requirementsSupport organization and maintenance of shared digital filing systems and records management practicesProvide training and support related to organizational policies and operational proceduresCoordinate facilities maintenance and repair needs with vendors and site leadershipSupport agency website updates and operational communications as neededManage post office box renewals and mail retrieval processesContract & Compliance AdministrationTrack grant cycles, reporting deadlines, invoicing schedules, and compliance requirementsCoordinate review and administration of government contracts and renewalsMonitor contract requirements related to allowable expenses, insurance, reporting, monitoring, and compliance obligationsCoordinate insurance compliance documentation with funders and agency insurance providersDevelop and maintain operational calendars related to reporting and compliance deadlinesCoordinate compliance support related to licensing, quality improvement systems, and professional development trackingSupport periodic review of required staff training, documentation, and background check complianceQuality Improvement & Organizational SystemsSupport development and revision of policies, handbooks, procedures, and operational protocolsIdentify opportunities to improve organizational systems, workflows, and administrative processesCollaborate with leadership to improve staff onboarding and annual training systemsHelp strengthen systems that support operational sustainability, compliance, and positive staff experiencesContribute to a collaborative, equity-centered, and solutions-oriented organizational cultureEducation Required:Bachelor's degree in business administration, Accounting, Finance, Human Resources, or a related field preferred. Equivalent professional experience and demonstrated skill attainment will also be considered.Professional Experience Required:Minimum of 3 years of progressively responsible experience in non-profit operations, administration, finance, or human resourcesExperience supporting budgeting, payroll, financial tracking, or operational systemsExperience coordinating multiple projects, deadlines, and administrative work simultaneouslyExperience working with confidential employee and financial informationFamiliarity with state and federal employment compliance requirementsPreferred QualificationsBilingual English/Spanish verbal and written communication skills (pay differential)Experience working within a school, early childhood education, or nonprofit environmentExperience with government contracts or grant complianceTraining or demonstrated experience in equity, inclusion, and culturally responsive workplace practicesCore CompetenciesStrong organizational and project management skillsSystems thinking with attention to detail and follow-throughAbility to prioritize and manage multiple responsibilities effectivelyStrong interpersonal, communication, and collaboration skillsSound judgment, discretion, and professionalismAbility to improve and streamline operational processesCommitment to equitable and inclusive workplace practicesDependable, flexible, and solution-oriented approachAbility to work effectively in an active and dynamic school environmentCompensation & BenefitsCompensation$33-38 per hour DOE ($54,912 -$63,232 annual salary for.8 FTE)Benefits IncludeGenerous Paid Time off package including vacation, sick leave, holidays, bereavement leave and jury duty leave. Details provided upon request to applicants.Health, vision, and dental insurance fully paid for employee20% employer contribution for dependent/family health coverageVanguard 403b Retirement Plan with employer contributionsEmployer-paid $50,000 term life insurance policyEmployer-paid long-term disability plan (State provides paid short-term health leave plan)Employee Assistance ProgramProfessional DevelopmentAdditional RequirementsOregon fingerprint and criminal background check clearance (Central Background Registry)Mandatory health, safety, and early childhood focused trainingsCPR and First Aid certification prior to working onsiteDue to the fiduciary responsibilities of this role, employment may also be contingent upon additional background or financial screening in accordance with applicable law.AEME is committed to building and maintaining an inclusive workplace and encourages candidates from diverse backgrounds and lived experience to apply