Operations & Finance Manager

Job Description

Position 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 Director

Work 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/Operations

Primary Areas of Responsibility

Financial Operations

(AEME contracts with an external bookkeeping firm)

Review, code, and submit invoices and payments in a timely manner
Ensure expenses, revenues, and supporting documentation are accurately recorded
Support grant invoicing and fund drawdown processes
Coordinate submission of documentation required for contracts, ACH setup, insurance, and government funding compliance
Review monthly financial reports and identify discrepancies, missing expenses, or coding adjustments
Prepare payroll allocation reports and upload payroll documentation
Review quarterly payroll tax filings and payments for accuracy and timeliness
Manage agency credit cards, vendor W-9s, and related financial documentation
Coordinate annual retirement plan compliance review and filings
Coordinate annual tax preparation process with CPA and bookkeeping partners
Maintain budget tracking and financial analysis tools
Provide financial analysis and reporting support to the Executive Director and School Leadership
Collaborate with the Executive Director on annual budget development and financial planning

Human Resources

Support equitable and inclusive employee practices through consistent implementation of policies, accessible communication, thoughtful onboarding, and culturally responsive workplace systems
Support the full employee life cycle, including recruitment, onboarding, benefits administration, personnel records management and offboarding
Coordinate employee job postings and applicant tracking systems
Maintain and support agency HR systems and employee documentation
Process payroll and coordinate employee deductions, benefits, and retirement contributions
Support compliance with Paid Leave Oregon, FMLA, payroll tax requirements, and other employment-related regulations
Coordinate annual employee benefit renewals and employee communications
Support annual W-2 review and correction processes as needed
Maintain confidentiality and accuracy of employee and payroll records

Operations, Facilities & Technology

Support organizational technology systems, vendors, and operational infrastructure
Coordinate agency technology assets, including hardware inventory, access management, repairs, replacements, and equipment tracking
Oversee relationships with contracted service providers including IT, telecommunications, interpreters/translators, maintenance, landscaping, and other operational vendors
Coordinate agency insurance renewals, business licenses, utility accounts, and related operational requirements
Support organization and maintenance of shared digital filing systems and records management practices
Provide training and support related to organizational policies and operational procedures
Coordinate facilities maintenance and repair needs with vendors and site leadership
Support agency website updates and operational communications as needed
Manage post office box renewals and mail retrieval processes

Contract & Compliance Administration

Track grant cycles, reporting deadlines, invoicing schedules, and compliance requirements
Coordinate review and administration of government contracts and renewals
Monitor contract requirements related to allowable expenses, insurance, reporting, monitoring, and compliance obligations
Coordinate insurance compliance documentation with funders and agency insurance providers
Develop and maintain operational calendars related to reporting and compliance deadlines
Coordinate compliance support related to licensing, quality improvement systems, and professional development tracking
Support periodic review of required staff training, documentation, and background check compliance

Quality Improvement & Organizational Systems

Support development and revision of policies, handbooks, procedures, and operational protocols
Identify opportunities to improve organizational systems, workflows, and administrative processes
Collaborate with leadership to improve staff onboarding and annual training systems
Help strengthen systems that support operational sustainability, compliance, and positive staff experiences
Contribute to a collaborative, equity-centered, and solutions-oriented organizational culture

Education 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 resources
Experience supporting budgeting, payroll, financial tracking, or operational systems
Experience coordinating multiple projects, deadlines, and administrative work simultaneously
Experience working with confidential employee and financial information
Familiarity with state and federal employment compliance requirements

Preferred Qualifications

Bilingual English/Spanish verbal and written communication skills (pay differential)
Experience working within a school, early childhood education, or nonprofit environment
Experience with government contracts or grant compliance
Training or demonstrated experience in equity, inclusion, and culturally responsive workplace practices

Core Competencies

Strong organizational and project management skills
Systems thinking with attention to detail and follow-through
Ability to prioritize and manage multiple responsibilities effectively
Strong interpersonal, communication, and collaboration skills
Sound judgment, discretion, and professionalism
Ability to improve and streamline operational processes
Commitment to equitable and inclusive workplace practices
Dependable, flexible, and solution-oriented approach
Ability to work effectively in an active and dynamic school environment

Compensation & Benefits

Compensation

$33-38 per hour DOE ($54,912 -$63,232 annual salary for .8 FTE)

Benefits Include

Generous 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 employee
20% employer contribution for dependent/family health coverage
Vanguard 403b Retirement Plan with employer contributions
Employer-paid $50,000 term life insurance policy
Employer-paid long-term disability plan (State provides paid short-term health leave plan)
Employee Assistance Program
Professional Development

Additional Requirements

This position requires successful completion of:

Oregon fingerprint and criminal background check clearance (Central Background Registry)
Mandatory health, safety, and early childhood focused trainings
CPR and First Aid certification prior to working onsite

Due 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.

Alliance for Equity in Montessori Education remote jobs

Operations & Finance Manager