Collegiate Directions is hiring a dynamic, entrepreneurial professional to serve as a part-time Operations Manager. Building on the momentum of this fast-growing non-profit, the Operations Manager will be responsible for managing the day-to-day finances of the organization, including general accounting and cash management, accounts payable, financial reporting, and liaising with the auditor. Additionally, the Operations Manager will handle the human resources needs of the organization, including managing payroll and benefits. The Operations Manager will also handle basic office management including purchasing supplies and liaising with the building management staff. This is a part-time, 20 hours/week position.
The Operations Manager will report to the President.
KEY RESPONSIBILITIES:
Finance
General accounting
Maintain accounting system and chart of accounts
Develop and track budgets throughout the year, including specific class budgets
Record transactions, journal entries, prepaid expenses & accruals in accounting system
Develop and recommend accounting and budgeting policies and procedures
Assist staff with grant proposal budgets and provide related financial data
Ensure maintenance of effective internal controls to safeguard assets and assure reliability of financial statements
Tag and monitor fixed assets
Cash management
Perform cash management activities
Review and record deposits into accounting system
Prepare and make bank deposits
Verify and report external deposits to President semiweekly
Maintain the petty cash fund
Pledges and accounts receivable
Issue invoices to customers
Ensure that receivables are collected promptly
Accounts payable
Oversee credit card processing
Review vendor accounts & transactions and process payments via company checks, ACH and wire payments
Take all reasonable discounts on supplier invoices
Approve expense reports for all staff & process for payment
Collect staff credit card expense reports and enter into accounting system
Enter credit card deposits into accounting system
Enter vendor bills into accounting system
Assemble and mail vendor payment checks weekly
Resolve invoice discrepancies with vendors
Pay any debt as it comes due for payment
Monitor debt levels and compliance with debt covenants
Payroll support
Manage semimonthly payroll via external payroll provider
Submit payroll related contribution reports and make payments via various websites
Financial reporting and accounting closing
Prepare monthly, quarterly, and year-end reports for the President
Conduct a monthly reconciliation of bank account and/or investment accounts
Conduct reconciliations of all accounts to ensure their accuracy
External accountant/auditor support
Work with professional accountants to ensure that all financial activities meet GAAP standards
Work as liaison with outside CPAs for income and other tax matters
Prepare for and manage annual audit process with external CPA
Assist with document production for CPA (retrieval, scanning, copying, and filing)
Provide clerical and administrative support to management as requested
Other duties as assigned
Human Resources
Conduct new hire processing and implementation as well as assisting with employee exit transitioning
Process payroll semi-monthly, prepare and file reports and make all related payments
Provide general oversight of benefits administration and conduct annual benefits review of services and costs
Conduct annual policy and employee handbook review, develop revisions and recommendations for changes
Monitor compensation structure, suggesting new structures as needed
Other responsibilities as they may arise.
Office Management
Maintain office functionality, including purchasing supplies for staff and liaising with IT support to provide equipment for staff
Liaise with President and building management/engineering staff regarding facility repairs, maintenance, and special request.
Ensure equipment is functioning properly; troubleshoot problems and coordinate service from outside vendors to repair as needed
Manage all service contracts and company insurance policies
Research, obtain proposals, and present recommendations on new vendors and changes of vendors
Communicate with IT support regarding updates to websites, email accounts, or equipment
QUALIFICATIONS:
Bachelor’s degree in accounting or business administration (or equivalent business experience)
Knowledge of bookkeeping and generally accepted accounting principles
A passion for CDI’s mission and an understanding of the transformative power of higher education.
Working knowledge of QuickBooks accounting software package
Experience with non-profit organizations preferred
Preference given to candidates with experience in human resources management
ABOUT COLLEGIATE DIRECTIONS
Collegiate Directions, Inc. (CDI) is a non-profit organization committed to closing the education, achievement and opportunity gap for low-income, primarily first-generation-to-college students. We provide comprehensive college counseling, targeted tutoring, test preparation, study skills, leadership training, and ongoing support, starting in eleventh grade and continuing through successful college graduation. The proven success and evidence-based results of CDI’s core program have attracted the attention of chief academic officers in education-related organizations, public schools and public charter schools in the DC/Baltimore area. In addition to its core student-focused program, CDI provides school leaders and counselors with training and tools to prepare their students for admission to and success in selective four-year colleges. CDI is growing quickly, which makes now a particularly exciting time to join this dynamic team.
How to apply
Please submit a cover letter and résumé to jobs@collegiatedirections.org