Finance and Operations Manager

SMART (Schools, Mentoring, And Resource Team, Inc) is seeking a Finance and Operations Manager to help keep the organization running smoothly. Reporting to the Executive Director, this hybrid role (San Francisco, CA) coordinates core organizational operations and supports key finance functions, from bookkeeping coordination and budgeting support to donor database updates and nonprofit compliance filings.

This position includes a strong focus on employee support and sustainability, with generous time off, comprehensive medical coverage, wellness days, and access to pre-tax benefit programs.

Responsibilities

• Maintain emergency preparedness supplies, procedures, and contact lists.
• Act as Google Workspace administrator, managing user accounts, permissions, and backups.
• Coordinate with outside IT vendors, troubleshoot with staff, and help implement system improvements.
• Maintain the compliance calendar and support routine nonprofit filings with city, state, and federal agencies, with guidance from the fractional CFO and/or Executive Director.
• Maintain contract and lease files, tracking renewal and expiration dates.
• Purchase equipment and day-to-day supplies within approved budgets, including office, cleaning, and related items.
• Serve as the point of contact with building management and vendors for maintenance, repairs, and office cleaning.
• Update and maintain the Board of Directors portal (BoardnetWORK).
• Provide logistical support for SMART’s new STEM program, including event coordination, student scholarships, and Scholar travel.
• Support HR functions including payroll, personnel records, staff onboarding and offboarding, benefits, and compliance, escalating questions to the HR consultant and/or Executive Director as needed.
• Be a first point of contact for staff questions about benefits and policies, answering routine inquiries and routing others appropriately.
• Coordinate annual benefits and policy reminders and information, encouraging staff use of available benefits.
• Maintain the job description library and coordinate updates with hiring managers and the HR consultant and/or Executive Director.
• Coordinate logistics for the annual performance and professional growth cycle, including reminders and completion tracking.
• Coordinate staff and board retreats, meetings, and celebrations such as holidays, birthdays, and work anniversaries.
• Coordinate required compliance training and track staff completion.
• Support internal controls and fiscal policies covering purchasing, contracts, reimbursements, cash and check handling, donations, and financial authorization procedures.
• Serve as primary internal liaison to the bookkeeping service, providing documentation, answering transaction questions, and meeting monthly close deadlines.
• Process vendor payments, maintain vendor files and contracts, and administer staff credit cards (collecting receipts and applying account coding per established guidelines).
• Support the annual budget process, and prepare documentation and responses for annual audit and Form 990 processes in coordination with auditors, bookkeeping, and staff.
• In partnership with the Executive Director and Finance Consultants, coordinate banking relationships and Scholar investment accounts administration.
• Prepare data for grant budgets and reports as needed.
• Process donations, including gift entry and donor acknowledgment letters, and maintain donation records in the Salesforce donor database to ensure data accuracy.
• Prepare finance documents for monthly board finance committee meetings and quarterly board meetings.

Requirements

• Bachelor’s degree or 5+ years of relevant work experience in lieu of a bachelor’s degree.
• 3–5 years of experience in operations, office administration, HR administration, bookkeeping support, or a related role.
• Nonprofit experience is a plus.
• Advanced proficiency in Excel and Google Sheets, including formulas and other features.
• Experience supporting HR or administrative processes such as onboarding, records management, compliance, and benefits enrollment.
• Familiarity with nonprofit accounting, financial reporting, audits, and/or budgeting.
• Familiarity with California employment regulations.
• Exceptional attention to detail and strong accuracy focus.
• Professional judgment and discretion, with excellent communication and collaboration skills.
• Ability to take initiative, manage multiple projects, work independently, and prioritize.
• Passion for SMART’s commitment to educational equity for students from underserved communities.
• Advanced proficiency with G-Suite (Gmail, Calendar, Drive, Docs, and Sheets).

Work Location, Schedule, and Compensation

• Position type: Full-time exempt.
• Location: Hybrid remote in San Francisco, CA 94110 (three days per week in the office; two days per week remote).
• Work hours: Occasional evening work required.
• Salary: $80,000 to $90,000 per year.

Benefits

• 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
• Long-term disability insurance
• Access to pre-tax benefit programs such as commuter benefits, flexible spending accounts, and a 401K account
• Flexible spending account
• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Paid time off

Technologies

• Google Workspace
• Excel and Google Sheets
• BoardnetWORK
• Salesforce
• G-Suite (Gmail, Calendar, Drive, Docs, and Sheets)
• QuickBooks Online
• JustWorks PEO
• Asana

How to Apply

• Submit a thoughtful cover letter and resume.
• Include your name and the title for this position in the subject line.
• No phone calls due to application volume.
• Applications accepted until the position is filled.