Finance and Operations Manager

About the role

The Finance and Operations Manager handles a broad range of day-to-day administrative, financial, and operational duties. This is a key position that ensures the smooth and compliant functioning of the organization. This role oversees several functions, including facilities, immigration, and overall administration. This position requires regular on-site attendance in our beautiful Berkeley hills office with panoramic views of the San Francisco Bay Area. This position is ideal for an experienced professional seeking a new opportunity to leverage their strengths in organization, project management with a keen eye for details, and overall business management and operational administration. The ideal candidate is detail-oriented, proactive, and strategic. This role partners closely with the Directorate and senior staff while also leading a team of dedicated staff.

Essential Duties and Responsibilities

• Administrative Management

• Maintain all required business licenses, insurance, and tax documents, including business license, tax exemption status, System for Award Management (SAM) registration, and status with other regulatory bodies.
• Maintain state charitable registrations.
• Research, manage, and ensure appropriate commercial business insurance coverage and limits for all lines of insurance; work with brokers to maintain, revise, and/or add appropriate insurance, including D&O, general liability, umbrella policies, difference in conditions (earth movement), fire, crime, fidelity, fine arts, workers comp, and the like.

• Risk Management

• Identify organizational risk, maintain the SLMath Risk Matrix, and advise the Directorate on risk mitigation.

• Compliance

• Responsible for researching, interpreting, and ensuring compliance with all applicable laws and regulations, including those related to employment practices, nonprofit law, regulatory standards, health and safety codes, and the like.

• Legal

• Manage relationships with SLMath’s team of attorneys (Employment Law, Nonprofit Law, Trademark, Real Estate, ERISA, and Title IX), and consult with them as needed.

• Procurement

• Manage the entire procurement process: authorize purchases, create purchase orders; author and post RFPs, review proposals, lead and participate in the selection process, and negotiate terms.

• Contracts

• Review, negotiate, and revise all contracts to ensure they are beneficial to the organization; serve as the signatory of 98% of all contracts (within the position’s spending authority); write new contracts and memorandum of understandings (MOUs) as needed.

• Vendor Management

• As appropriate, review and maintain a repository of all suppliers, contractors, and service providers to ensure all contracts are organized and enforced, ensuring SLMath receives complete ROI.

• Project Management

• As requested by the Directorate, serve as project manager for cross-functional and/or substantial organizational projects.

• Finance

• Serve as the primary backup for the Director of Finance and Accounting on all key processes.
• Monitor, protect, and improve the organization’s finances.
• Manage the bi-monthly payroll process, including retirement contributions and overall retirement plan administration.
• Aids in the preparation of detailed financial statements and budgets, including multi-year budgets along with financial and budget analysis, as needed.

• Coaching and Mentoring

• Coach and mentor the Staff Accountant.
• Review and sign off on bank reconciliations and journal entries, as well as approve governmental grant payments.

• Supporting the NSF Cash-Draw Process

• Serve as the project manager for the audit.

• Primary Check Signer and Reviewer

• Be a primary check signer and reviewer.

• Immigration

• Oversee and manage immigration matters for visiting scholars in partnership with the International Scholar Advisor.
• With support from the International Scholar Advisor, advise on immigration matters and manage SEVIS.
• With support from the International Scholar Advisor, advise on immigration matters and manage SEVIS.

• Facilities

• In collaboration with the Facilities Coordinator, oversee and manage the physical building and ensure it is properly maintained.
• Create and manage the process for the smooth operations of the physical building, including the opening, closing, and risk management of the property.
• Serve as the primary closer for the building.

• Leadership and Management

• Serve as a member of the senior management team.
• Provide thought partnership to the Directorate on a variety of cross-functional matters, offering data-driven and practical recommendations or solutions to complex matters.
• Supervise and inspire a team of 1-3 staff members.
• In partnership with the Director, drive and lead the staff and senior staff meetings.
• Create and drive culture and celebration initiatives, including birthday and/or work anniversary celebrations, staff gatherings/outings, and holiday parties.
• Cross-train staff on essential elements of this role to ensure continuity.
• Provide coaching, feedback, and general management support to staff.

Qualifications

• Bachelor’s degree or equivalent experience; MBA or advanced business degree or certificate preferred, but not required; CPA strongly preferred.
• Minimum of 5 years of nonprofit management experience; experience with academic environments strongly desirable.
• Prior experience serving as the operational leader of a CA nonprofit organization is required.
• Positive, can-do attitude who is comfortable working independently and as a part of a team with a propensity for strategic action and follow through.
• People management and immigration management experience is ideal.
• Proficient at multitasking, problem solving, meeting deadlines, organizing, attending to detail, and delegating appropriately.
• Advanced computer and typing skills, including proficiency in using software like Zoom, Microsoft Office suite, Google Workplace, Adobe Acrobat, DocuSign, and other desktop publishing applications.
• Excellent verbal and written communication skills.
• Foreign language(s) capabilities are desirable, but not required.