Finance and Operations Manager – Prison University Project – San Quentin, CA

Full time (1 FTE), non-exempt, salary and benefits San Quentin, CA
Organization Overview:

The mission of the Prison University Project is to provide excellent higher education programs to people incarcerated at San Quentin State Prison; to create a replicable model for such programs; and to stimulate public awareness and meaningful dialogue about higher education and criminal justice in California. The organization’s central project is the College Program at San Quentin, which provides both a College Preparatory and an Associate of Arts degree program to over 300 men at the prison. In addition, the Prison University Project conducts various special programs and events designed to foster leadership, educate the public, and advocate for the establishment of high quality higher education programs throughout the California State Prison system.

The organization currently has 10 paid staff, including the Finance and Operations Manager position, and nearly 150 volunteers, most of whom are graduate students and faculty from local Bay Area colleges and universities. The organization has a roughly $1M annual budget.

Position Overview:

The Finance and Operations Manager oversees the administrative, financial and technical support for the organization, including the day-to-day office operations, IT and finance. This role requires meticulous attention to detail, advanced organizational skills, and the ability to implement, and at times create, systems for managing a fast-paced flow of tasks and information. It also involves collaboration with a wide range of people, including staff, students, volunteers, donors, vendors and consultants. The Finance and Operations Manager reports to the Executive Director and manages an Operations Associate.

Job Duties include:

Finance (45%)

Ensure the smooth processing of semi-monthly payroll, and oversee ongoing benefits administration and continuous improvement.
Manage all financial and accounting activities, including cash flow forecasting, monthly close, and monthly financial reporting and analysis.
Track and maintain fixed asset purchases and disposals.
Lead annual budgeting process in close collaboration with Executive Director and Development Director, and provide quarterly forecast reports to the Board of Directors.
Support annual audit and tax preparation and prepare audit and tax schedules.
Manage consultant and vendor relationships including banks, audit and tax preparation firms, and serve as primary contact for contract accountant.
Update accounting and other operations policies as needed and ensure their adherence.
Respond to inquiries regarding financial data from internal and external constituents and prepare ad-hoc financial reports as requested.

Operations (40%)

Oversee the smooth operations of the office, including the kitchen, supply room, library, printers, trash and recycling, security, furniture, repairs and relationship with property manager.
Ensure the organization’s day-to-day and longer-term information technology needs are met, and oversee ongoing maintenance and updating of information systems, infrastructure, hardware and software.
Field human resources questions from staff and direct them to the appropriate resource: Executive Director or an expert consultant or legal counsel.
Develop and manage the annual performance evaluation process.
Partner with Executive Director to lead community building events and communications with staff, students and volunteers that support an organizational culture of productivity, collaboration and warmth.
Engage in individual office management projects, developing new processes and systems, and maintaining organized files.
Ensure compliance with letters of agreement, contracts, leases, and other legal documents.
Manage and coach Operations Associate to support the team’s daily work.

Data Management and Evaluation (15%)

Supervise an Operations Associate to manage the Salesforce database of all student, alumni and donor data. Check in regularly to ensure high quality data capture for evaluation.
Join a team of staff and external partners to enhance program evaluation strategies and approaches, by providing expertise on data captured in Salesforce.
Partner with Development Director to provide updated donor contact information on a regular basis.
Hire and engage external experts to proactively improve Salesforce database to match the organization’s needs.

Key Success Factors:

Minimum of a Bachelor’s; additional education a plus, such as CPA or MBA
Experience managing operations and finance for a nonprofit organization or small business, ideally including payroll, benefits, budgeting and IT
Solid understanding of accounting concepts
Strong computer skills, including MS Word, Salesforce, Excel and Quickbooks, and the ability to quickly learn new technical programs
Strong organizational and time management skills; detail-orientation and capacity to multi-task
Outstanding communication skills (written, verbal, presentation, etc.)
Ability to manage multiple competing priorities under tight deadlines
Aptitude for working in a culturally diverse environment; ability to interact patiently and diplomatically with a wide variety of constituencies
Available to periodically work some nights and weekends
Ability to lift up to 15 pounds
Application and Deadlines


The Prison University Project provides a competitive salary base plus benefits including health, dental, and vision insurance provided. Vacation and holiday pay. Employees may also participate in a retirement plan.

Statement of Non-Discrimination

In keeping with our beliefs and goals, no employee or applicant will face discrimination or harassment based on: race, color, ancestry, national origin, religion, age, gender, marital/ domestic partner status, sexual orientation, gender identity, disability status, or veteran status.

How to apply

To apply for this position, please submit a resume and cover letter to with “Finance and Operations Manager” in the subject heading. Applications will be reviewed on a rolling basis, until the position is filled.