Operations & Finance Manager

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. Individual who is calm, kind and enjoys working with adults in a child centered environment. Candidates who are fluent in Spanish/English are strongly encouraged to apply.

Reports To: Executive Director

Work Location: SE Portland, Oregon (Hartley Montessori site), and in community at AEME locations.

Potential option for 2 days per week of remote work upon verification that 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.

Note: This position will require Oregon drivers license, insurance, and regular access to personal transportation as the position works in community and needs to perform work tasks at AEME school locations.

Position Schedule: This is a part-time position weekday school hours position. Option for either .6 FTE (24 hrs per week) or .8 FTE (32 hours per week), with scheduled hours at least 4 days per work week. Anticipated start date: October or November 2026.

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 funding compliance

Review monthly financial reports and identify discrepancies, missing expenses, or coding adjustments

Provide 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

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; retirement plan compliance review and filings; tax filing process with CPA

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, 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, 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, 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 (one or more is meets preferred status)

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 respons