
Finance and Operations Manager
SMART (Schools, Mentoring and Resource Team) · San Francisco, CA
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- On site
- Full-time
- $81,000 / year
- San Francisco, CA
Job highlights
- Manage finance, operations, and HR for nonprofit.
- Support budgeting, financial reporting, and audits.
- Oversee administrative and technology systems.
- Coordinate HR functions, payroll, and benefits.
- Contribute to organization's mission of education equity.
About the role
About SMART
SMART (Schools, Mentoring and Resource Team, Inc.) champions education equity by supporting students in overcoming systemic barriers on their journey to a college degree. We envision a community with equitable pathways to college graduation for every student in San Francisco. SMART provides a unique twelve-year continuum of support that starts in 4th grade and extends through college, including school support, after-school enrichment, summer programming, college prep, and college persistence support. As a result, SMART Scholars are more than four times more likely to graduate college when compared to their peers. Furthermore, while only 21% of low-income students who enter college will graduate within six years, SMART Scholars are currently persisting at a rate of more than 80%. SMART’s Values:- Community: We build a community that celebrates diversity, thrives on teamwork, and appreciates everyone’s contributions. Through community, we are stronger.
- Equity: We are committed to systems and processes that are just, fair, and inclusive, enabling all people the opportunity to belong, participate, and reach their full potential.
- Empowerment: We believe the path to empowerment and self-advocacy is through the encouragement, support, and guidance of those around us.
- Learning: We believe education and life-long learning enhance our understanding of our world, our place within it, and provide the tools to change it. Through embracing challenges and learning opportunities, we make progress.
- Joy: We center joy in our community and practice. We view joy as an act of liberation, which unleashes creativity, strengthens relationships, and propels the work that we do.
Position Description
Reporting to the Executive Director, the Finance and Operations Manager coordinates, supports, and executes key aspects of SMART’s financial systems, human resources, and organizational operations and administration. This includes areas such as financial accounting and reporting, operational planning, credit card management, IT systems, insurance, and more. In addition, the Manager oversees day-to-day operations, HR, and payroll functions. The ideal candidate is a proven finance and operations professional, highly organized, attentive to details, with excellent communication skills, and a passion for youth development and supporting underserved communities.Responsibilities
Finance- Manage relationships with external bookkeeping services including ensuring accuracy and timeliness in all financial transactions, support the execution of monthly close and preparation of financial materials for meetings of the Board of Directors.
- Coordinate vendor contracting and payments; maintain staff credit cards, including coordinating with staff to facilitate receipt collection and ensuring proper account coding.
- Support SMART’s annual budgeting process involving multiple staff.
- Support the annual audit and Form 990 filing process (in collaboration with external bookkeeping service, fractional CFO, and auditors).
- Coordinate grant budgets and reporting with the development team, fractional CFO and/or Executive Director as needed.
- Process donations, including record updating, donor acknowledgment, and gift recognition.
- Maintain and update donor database (Salesforce) and ensure data integrity.
- Promote workplace health, safety, and preparedness for emergencies, coordinate compliance trainings and risk management.
- Oversee administrative and technology systems (IT), ensuring stability, health, and efficiency, and conduct occasional evaluation of all administrative and technology practices to assess needs, improve workflows, and manage organizational risk.
- Submit nonprofit legal filings as required by city, state, and federal law; maintain and ensure compliance with contracts and leases.
- Manage purchasing of equipment, office materials, cleaning supplies, and other day-to-day items.
- Communicate with building management and/or other external vendors regarding maintenance, repairs and other matters, and coordinate office cleaning services.
- Coordinate systems and documentation relating to HR and people operations, including (but not limited to): payroll, benefits, insurance, personnel policies, contracts, employee leave, workers' compensation, unemployment, and updating job descriptions.
- Promote staff utilization of available benefits and send annual reminders about policies and procedures; serve as a point-of-contact for staff questions around organizational policies.
- Coordinate the annual performance and professional growth cycle.
- Coordinate logistics for staff and board retreats, meetings, and celebrations including holidays, birthdays and work anniversaries.
- Participate in organization-wide events.
- Participate in cross-department committees and teams.
- Other duties and special projects as needed.
Qualifications
Essential Qualifications- Bachelor’s degree or 7+ years of relevant work experience required in lieu of a bachelor’s degree.
- 3-5 years of progressively responsible experience, including at least two years of experience with nonprofit financial, operations, and/or office management.
- Experience with nonprofit budgeting and administrative functions.
- Proficiency in Excel and/or Google Sheets, including use of formulas and other features.
- Familiarity with California employment regulations and at least 2 years of experience supporting HR processes.
- Exceptional attention to detail and obsession with accuracy.
- A commitment to professionalism, with strong judgment and discretion, even when no one is looking.
- Excellent communication and collaboration skills, excellent interpersonal skills, demonstrated ability to take initiative, multi-task, and capacity to work independently to move strategic projects forward.
- Passion for SMART’s commitment to issues of educational equity for students from underserved communities.
- Proficiency with G-Suite (Gmail, Calendar, Drive, Docs, and Sheets).
- Experience with QuickBooks Online, BILL.com, and Salesforce.
- Experience with nonprofit accounting, financial reporting, and audits.
- Experience with payroll or HRIS systems and understanding of employee benefits management (SMART currently uses JustWorks PEO).
Additional Workplace Expectations:
- This is a full-time exempt position.
- Occasional evening work required.
- SMART employees currently work on a hybrid schedule - three days per week at our office in San Francisco and two days per week remote.
Compensation and Benefits:
- Annual starting salary range for this position is $75,000-$81,000.
- SMART is also offers additional competitive benefits, including: 13 paid holidays, generous paid time off policy and parental leave policy, week-long office closures during winter holidays and during summer, three department wellness days, 100% coverage of employee medical, dental, and vision insurance (and 50% coverage of dependent coverage), reimbursement for cell phone and home internet, employer sponsored life insurance and long-term disability insurance, and access to pre-tax benefit programs such as commuter benefits, flexible spending accounts, and a 401K account.
How to Apply:
Please submit a thoughtful cover letter and resume to Teresa Arriaga, Executive Director, at careers@thesmartprogram.org. Please write your name and the title for this position in the subject line of your email. Due to the volume of applications we receive, please no phone calls. Deadline to apply: Applications accepted until position is filled. SMART is an equal opportunity employer and encourages applicants from all racial, ethnic, and religious backgrounds, national origins, sexual orientations and genders. Learn more about SMART’s commitment to equity, inclusion, and diversity at www.thesmartprogram.org/equity. All job applicants and employees must be currently authorized to work in the United States for any employeron a full-time basis without the need for visa sponsorship now or in the future. Positions at SMART are noteligible for employer visa sponsorship, and SMART is not able to sponsor applicants or employees for work-related visa status. Any offer of employment is contingent on clearance of Checkr background check.Key skills/competency
- Financial Accounting
- Operations Management
- Human Resources
- Nonprofit Budgeting
- Vendor Management
- IT Systems Oversight
- Risk Management
- Payroll Processing
- Database Management (Salesforce)
- Grant Budgeting
Skills & topics
- Finance Manager
- Operations Manager
- Nonprofit Management
- Financial Accounting
- Budgeting
- Human Resources
- Payroll
- Administration
- San Francisco
- Education Equity
How to get hired
- Tailor your resume: Highlight nonprofit finance, operations, and HR experience. Emphasize attention to detail and accuracy.
- Craft a compelling cover letter: Clearly state your interest in SMART's mission and how your skills align with the Finance and Operations Manager role.
- Showcase relevant software skills: Mention proficiency in Excel, Google Sheets, G-Suite, and any preferred qualifications like QuickBooks, BILL.com, or Salesforce.
- Understand the role's impact: Demonstrate your passion for youth development and educational equity in your application.
- Follow application instructions precisely: Include your name and the job title in the email subject line.
Technical preparation
Master Excel/Google Sheets formulas and features.,Familiarize with QuickBooks, BILL.com, Salesforce.,Understand nonprofit accounting principles.,Review California employment regulations.
Behavioral questions
Describe a time you ensured accuracy in financial reporting.,How do you handle multiple competing priorities?,Share an example of improving an operational process.,How do you approach supporting staff with HR policies?
Frequently asked questions
- What is the salary range for the Finance and Operations Manager at SMART?
- The annual starting salary range for the Finance and Operations Manager position at SMART is $75,000 to $81,000.
- What benefits does SMART offer its employees?
- SMART offers comprehensive benefits including 13 paid holidays, generous PTO, parental leave, office closures during holidays, wellness days, 100% medical, dental, and vision coverage for employees (50% for dependents), cell phone/internet reimbursement, life and disability insurance, and pre-tax benefit programs like commuter benefits, FSAs, and a 401K.
- What is the work arrangement for the Finance and Operations Manager at SMART?
- This is a hybrid position, requiring employees to work three days per week at the San Francisco office and two days per week remotely.
- What qualifications are essential for the Finance and Operations Manager role?
- Essential qualifications include a Bachelor's degree or 7+ years of relevant experience, 3-5 years of progressive experience in nonprofit finance/operations/office management, proficiency in Excel/Google Sheets, familiarity with California employment regulations, and exceptional attention to detail.
- What software is preferred for the Finance and Operations Manager position?
- Preferred software experience includes QuickBooks Online, BILL.com, Salesforce, and experience with nonprofit accounting, financial reporting, and audits. Experience with payroll/HRIS systems like JustWorks PEO is also a plus.
- How should I submit my application for the Finance and Operations Manager job?
- Please submit a thoughtful cover letter and resume to Teresa Arriaga, Executive Director, at careers@thesmartprogram.org. Ensure your name and the job title are in the email subject line.
- Does SMART offer visa sponsorship for the Finance and Operations Manager role?
- No, SMART does not offer visa sponsorship for this position. Applicants must be currently authorized to work in the United States for any employer on a full-time basis without the need for future visa sponsorship.
- What is the application deadline for the Finance and Operations Manager position?
- Applications are accepted until the position is filled. There is no set deadline mentioned, so it's advisable to apply as soon as possible.