Operations & Finance Manager

Overview

Position Overview

Reporting to the Executive Director, the newly-created role of Operations and Finance Manager will join the New York Abortion Access Fund (NYAAF) team during a critical time of organizational growth and will provide necessary expertise and guidance as we build sustainable systems and operational functions.

The Operations and Finance Manager will oversee the financial health, operational functions, and sustainability of the organization while developing the associated systems. They will be responsible for financial management and budget/forecast planning, operational planning and priority setting, oversight of technology and information services, contracts and vendor relationships, human resource compliance, and internal policy development. Working closely with the Executive Director, part-time Operations Coordinator, contracted bookkeeper, and various consultants, they will have a key leadership role and support the co-creation of organizational systems and culture. This unique position is poised for growth & potential promotion, as the organization continues to grow rapidly.

The ideal candidate will be a strategic leader with a passion for finance and operations, deeply committed to the reproductive justice movement, and a flexible self-starter who is willing to tackle new projects and develop new systems, as necessitated by the evolving needs of our callers and growing team.

Roles & Responsibilities 

This is not a complete list of duties and responsibilities. As the landscape of abortion access continues to evolve and NYAAF adapts to the changing needs of our movement and organization, this job description will be iterative.

Operations (approximately 40%)

• Lead NYAAF to obtain independent 501c3 tax-exempt status.
• Develop and ensure understanding and compliance with emergency and risk management plans. Oversee organizational insurance needs.
• Develop the integration of secure systems, including secure IT and data systems.
• Maintains a working knowledge of applicable Federal, State, and local laws and regulations as relevant to the position.
• Manage tech contractors, bank representatives, and other contractors.
• Manage any space rental, insurance of space and events, office supplies, and equipment.
• Support the development of a benefits package, alongside ED and HR consultant, and manage our benefits and policy renewals on an annual basis.
• Manage HR compliance and documentation.

Finance (approximately 40%)

• Provide strategic financial leadership through accounting, budgeting, forecasting, and reporting.
• Develop and deliver timely and accurate financial reports and analysis to support decision-making across the organization, such as evaluation of potential partnerships, business challenges, and financial investments, while building the financial literacy of the team in the process.
• Coordinate external audits and ensure compliance with all local, state, and federal government regulations and other applicable laws and requirements.
• Act as liaison between staff and our contracted part-time bookkeeper to keep accurate accounting and to produce monthly financial statements for review by the board of directors.
• Oversee all grants and contracts management and ensure compliance, track grant spend-downs for grant reporting purposes, and support developing grant budgets.
• Develop and enforce our financial processes and procedures across staff.
• Work to continuously improve the quality and efficiency of operational accounting services such as accounts receivable, payroll, accounts payable, and purchasing.
• Formulate and recommend sound fiscal policies, systems, procedures, and forms.
• Oversee the development of and adherence to internal control policies.
• In partnership with a consultant, manage annual NYC municipal grant, working to get all funds owed to us by the city and developing systems and processes for future government grants.

Management/Leadership (approximately 15%)

• Advise the Executive Director and the Board of Directors on financial planning, budgeting, cash flow, investments, and operational policy matters.
  Contribute to the development of the strategic goals and objectives, as well as the overall management of the organization, maintaining continuous lines of communication and keeping leadership and staff informed of all critical and/or relevant issues.
• Represent the organization externally, particularly in relationships with core vendors, legal counsel, public accountants, auditors, and other operational partners.
• Build out an Operations department and hire and manage new Operations staff as needed.
• Support and eventually manage the part-time Operations Coordinator (currently managed by the ED).

Other (approximately 5%)

• Participate in and support planning regular check-in meetings with the Executive Director, Operations Coordinator, and other staff.
• Participate & help lead in-person staff retreats.
• Participate & present at occasional check-ins with the Board of Directors.
• Other tasks as assigned and needed.

Physical Requirements:

The physical demands and work environment described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with different abilities to perform the essential functions. This position requires prolonged periods of sitting at a desk and working on a computer.  Requires ability to lift, carry, push, pull, or otherwise move objects up to 20 lbs

Qualifications 

As an abortion fund, we first and foremost seek to center and foster the leadership of people who have had abortions, people who have used abortion funds, and people who have experienced difficulty accessing abortion. We also seek to center groups most impacted by reproductive oppression and other intersecting injustices in our leadership. Black, Indigenous peoples, and other people of color, trans and gender nonconforming people, folks from low-income communities, people with disabilities, immigrants, young parents, and people at the intersections of these identities and other marginalized groups are strongly encouraged to apply.

Required

• Be located in New York State (applicants in surrounding states, particularly New Jersey, will be considered on a case-by-case basis).
• 5-7 years of relevant experience in finance and/or operations.
• Demonstrated commitment to abortion access for all and to an intersectional framework that includes but is not limited to racial, gender, economic, LGBTQ, and disability justice.
• Experience with nonprofit financial management, planning and analysis, including accounting, regulations, compliance, grant management and reporting.
• Proficiency in financial software and budget tracking tools, such as Quickbooks, and demonstrated ability to evaluate and implement new systems.
• Ability to communicate complex financial information to staff, board, and other stakeholders in an accessible manner.
• Strong project management, time management, planning, and problem-solving skills, with a demonstrated ability to take initiative and drive projects forward independently.
• Willingness to support a culture of collective wellness that centers radical kindness, joy, and accountability.

Preferred

• Degree or certification in Business Administration or Finance (CPA a plus) or equivalent finance-related experience.
• Previous supervisory experience.
• Experience working for small grassroots organizations.
• Experience volunteering or working with a reproductive health, rights, or justice organization.

Studies have shown that women, trans, non-binary folks, and Black, Indigenous, and People of Color are less likely to apply for jobs unless they believe they meet every single one of the qualifications as described in a job description. We are committed to building a diverse and inclusive organization, and we are most interested in finding the best candidate for the job. That candidate may come from a background less traditional to our field of work, and that is okay. We also know that gaps in experience can be filled on the job. We would strongly encourage you to apply, even if you don’t believe you meet every one of the qualifications described. We want to hear from you!

To Apply:

Submit a resume and cover letter to applications@nyaaf.org by March 15, 2024.

Process:

Applications Due: March 15, 2024
Interviews: March-April
Offer: April
Anticipated start date: Late April/Early May

Applications close on March 15. After that date, we will carefully review all applications and be in touch with select applicants about interviews in late March. Due to the large number of applications we receive and our extremely small, mostly-volunteer team, we are not able to respond to every individual and appreciate your understanding. Please refrain from follow-up emails, phone calls, or social media messages.

 

Reports to: Executive Director (ED)

Direct Reports: Consultants, future Operations hires

Compensation: $100,000 annually

Benefits: Unlimited vacation days, monthly phone stipend, full healthcare, dental, and vision covering the full cost of an independently-found insurance plan

Note: NYAAF is working on developing a comprehensive benefits plan to be available for all

full-time staff in the near future.

Time commitment: NYAAF observes a 32-hour, 4-day work week (Monday – Thursday) for full-time staff. Our general operating hours are 9-5 pm ET. This position may require some additional evenings or weekend work as needed.

Location: Remote within New York State (applicants in surrounding states, particularly New Jersey, will be considered on a case-by-case basis)