Now Hiring: Remote Finance and Operations Manager

Reporting to the Chief Executive Officer, the Finance and Operations Manager is responsible for maintaining records and processes that ensure the financial accuracy and operational effectiveness of the Institute. Working in partnership with the CEO and external vendors, the Finance and Operations Manager will conduct the day-to-day financial record keeping of the organization and will support the CEO by delivering on a range of day-to-day administrative, financial, and operational tasks. Our work is funded by a mix of federal and other grants and fee-for-service contracts and requires a Finance and Operations Manager versed in managing a wide range of nonprofit financial transactions in a fully virtual organization, and who can work independent and communicate clearly about both their progress and challenges.

RESPONSIBILITIES:

Financial Bookkeeping & Reporting

• Conduct day-to-day bookkeeping operations, including recording, tracking, and coding all revenue and expenses, ensuring accuracy and compliance with policies.
• Assist in the development and monitoring of the organization’s budget. Track income and expenses against the budget and provide regular reports for leadership, board, and funders.
• Partner with CEO to lead improvements to finance operations, systems integration, and internal controls, and to coordinate with external accountants and auditors to complete monthly reporting and the annual audit process

Financial Grants & Contracts Management

• Maintain accurate records for grant and contract related financial activity, including restricted funds and budget-to-actuals, to ensure strategic fund utilization
• In collaboration with the organization’s accounting firm, ensure compliance with all required fiscal and risk management, record keeping, contractual, and legal obligations, including all necessary audits and insurance coverage, particularly pertaining to federal funding guidelines.
• Manage and coordinate financial monitoring for funded projects, including contract oversight and subawardee monitoring, in partnership with project leads.
• Maintain organizational logins and access to support the draw-down of funds.

Payroll, Time Tracking, and Regulatory Compliance

• Coordinate monthly timesheet and payroll processes and annual state and federal reporting requirements, in collaboration with the organization’s accounting firm.
• Partner with external vendors to manage benefits administration and maintain compliant, audit-ready payroll and benefits records

Administrative Operations & Executive Support

• Handle confidential and sensitive information with discretion, serving as a trusted advisor regarding organizational resources and priorities
• Management of organizational calendar(s) and support CEO calendar, as needed.
• Coordinate and manage logistics for board meetings, including preparing agendas, tracking decisions and action items, and ensuring follow-through on deliverables
• Maintain organizational documents, such as policy and procedure documents and the employee handbook to ensure that they are accurate and up to date.
• Provide logistical and administrative support for staff hiring and onboarding.
• Coordinate special projects, such as staff and board retreats.
• Other duties as assigned.

QUALIFICATIONS AND SKILLS:

• At least five (5) years in administrative roles, including finance, administration, operations, and executive support, preferably with a nonprofit organization.
• Demonstrated experience using QuickBooks Online for bookkeeping
• Proficiency in Microsoft Office, SharePoint, and other office productivity tools, with an interest and aptitude to learn new software and systems.
• Preferred: Experience with federal grant regulations and systems, including research.gov and NICRA processes
• Experience with grant & contract financial management, documentation, and compliance
• Exceptional level of accuracy and attention to detail.
• Proven ability to work with a dynamic national/international team of highly trained and committed employees and partners in a remote context
• Commitment to ILI’s mission and values

ORGANIZATIONAL CULTURE:

The following describes our organizational culture and should resonate with potential candidates:

• We are lifelong free-choice learners. Our staff identify as learners, personally and professionally. At ILI, we engage in meaningful work that contributes to the public’s ability to connect, reflect, and learn throughout their lives; that supports thriving communities with rich cultural/learning ecosystems.
• We are autonomous AND collaborative. ILI trusts our staff. All staff are empowered to make high-level decisions about their work and how they will execute it. As a virtual organization, we work independently, communicate clearly, and collaborate regularly.
• We are grounded in values AND in research evidence. ILI values and respects lived experiences, use of evidence, systems thinking, and collaboration in pursuit of a more just future for all. This is exemplified in both the way that we work and in the content of our work.

COMPENSATION AND BENEFITS

The salary range for this position is $65,000 – $75,000. This is a full-time remote role, based from any location within the United States. Occasional travel will be required for meetings, conferences, and events. ILI does not offer employer-sponsored health insurance plans, but does offer the following benefits:

• Flexible work hours
• Unlimited paid time off
• Monthly health reimbursement
• 403(b) retirement plans available

HOW TO APPLY

Please send an email containing your resume and cover letter to jobs@freechoicelearning.org with Finance and Operations Manager in the subject line. Review of applications will begin September 30, 2025.

The Institute for Learning Innovation is an equal opportunity employer and is committed to building a diverse staff team. All qualified applicants will receive consideration for employment without discrimination on the basis of race, color, religion, sex, gender, gender identity/expression, sexual orientation, national origin, protected veteran status, or disability.

Posted Sep 18, 2025