Job DescriptionManager, Finance & Administration Location: Greater Philadelphia Region (Hybrid)
Employment Type: Full-Time, Exempt
Reports To: Chief Executive Officer
Position Summary:The Manager of Finance and Administration leads the finance, accounting, administration, technology oversight, vendor management, insurance, and risk management functions. This role ensures accurate financial reporting, sound internal controls, effective administrative support, and responsible stewardship of organizational resources. As a member of the leadership team, the Manager translates financial information into practical recommendations while maintaining hands-on accountability for the systems, relationships, and controls within the role's areas of responsibility.
Essential Duties & Responsibilities:
- Financial leadership and planning: Lead annual budgeting, forecasting, long-term financial planning, cash flow management, reserve oversight, banking relationships, and investment monitoring in accordance with approved policies.
- Financial analysis: Monitor performance against budget and forecast, analyze variances, identify risks and opportunities, and recommend corrective action.
- Leadership reporting: Prepare and present clear, timely financial information and recommendations to Leadership, the Executive Committee, and the Board of Directors.
- Accounting oversight: Oversee the general ledger, accounts payable, accounts receivable, payroll accounting, bank reconciliations, fixed assets, and financial reporting.
- Financial close and reporting: Ensure accurate and timely month-end and year-end close processes and prepare monthly, quarterly, and annual financial statements and management reports.
- Compliance and controls: Maintain compliance with generally accepted accounting principles and applicable nonprofit accounting requirements, including appropriate accounting for restricted funds, grants, and other designated resources.
- Internal controls: Develop, maintain, and enforce financial policies, approval authorities, segregation of duties, documentation standards, and financial safeguards.
- Audit and regulatory filings: Lead the annual financial statement audit and coordinate preparation of Form 990 and other required financial or regulatory filings.
- Budget management: Coordinate departmental budgets, consolidate the annual organizational budget, provide budget-to-actual reporting, and maintain capital and technology budgets.
- Administration: Maintain corporate and financial records, contracts, insurance documentation, office and equipment leases, administrative service agreements, and related retention and renewal schedules.
- Technology Oversight: Serve as the internal owner of technology planning, governance, budgeting, and vendor accountability, including oversight of core business systems, software applications, cloud platforms, licensing, and equipment.
- IT and cybersecurity providers: Manage outsourced IT providers and coordinate cybersecurity, data protection, access management, backup, recovery, and technology risk management activities with qualified providers.
- Technology planning: Evaluate proposed technology solutions based on business value, security, cost, usability, and organizational priorities, and maintain a multi-year technology investment and replacement plan.
- Vendor and contract management: Manage key vendor relationships, contracts, renewals, costs, service levels, and performance; negotiate agreements within delegated authority and coordinate legal review when appropriate.
- Insurance management: Oversee general liability, directors and officers, employment practices liability, cyber liability, workers compensation, and property coverage, including applications, renewals, certificates, audits, and claims.
- Risk management: Identify financial, administrative, technology, and insurable risks within the scope of the role and recommend appropriate controls, coverage changes, and mitigation actions.
- Team leadership: Lead and develop assigned finance and administrative staff and promote accuracy, integrity, responsiveness, confidentiality, and continuous improvement.
- Cross-functional partnership: Partner with department leaders to strengthen financial understanding, accountability, and decision-making.
- This is a flexible, hybrid role structured around the needs of the position.
Experience and SkillsRequirements:
- Bachelor's degree in accounting, finance, business administration, or a related field required.
- CPA, CMA, MBA, or other relevant professional credential preferred.
- Five or more years of progressively responsible finance and accounting experience, including leadership responsibility.
- Demonstrated experience with budgeting, forecasting, financial reporting, cash management, internal controls, audit coordination, and nonprofit accounting.
- Experience managing or overseeing outsourced IT services, technology vendors, software contracts, and cybersecurity-related activities.
- Strong knowledge of generally accepted accounting principles and financial control practices.
- Advanced proficiency with accounting systems, Microsoft Excel, and financial reporting tools.
- Ability to move effectively between strategic analysis and hands-on execution.
- Strong judgment, organization, attention to detail, communication, and problem-solving skills.
- Ability to manage confidential information and work collaboratively across departments.
