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, telecommuni