Director of Finance & Administration

This job description reflects the general level and nature of the job. It is not intended to be all inclusive.

JOB SUMMARY

The Director of Finance & Administration reports directly to the Executive Director and will be a member of the leadership team together with the Executive Director and the Director of Operations. This role is responsible for overseeing the financial health of VIA in order to promote success and growth while maintaining legal financial practices. Key responsibilities include accounting, budgets, investments, audit, and general administration including operational support. This person also works directly with other staff members, board members, and funders to ensure financial stability, compliance, transparency and accountability for all financial activities.

This is a part-time position with the expectation that it will not exceed 20 hours per week, ranging from 1 -4 hours per day.

NOTE: Although this is a remote position, California residency is required by position start date.

RESPONSIBILITIES

Financial Management (90%)

• Oversee all financial, program, and grants accounting and manage day-to-day financial activities including checks, deposits, bank reconciliations, cash flow forecasting.
• Prepare standard financial statements according to Generally Accepted Accounting Principles (GAAP).
• Analyze and clearly present quarterly and annual financial reports in an accurate and timely manner to facilitate operational and governance decisions.
• Attend quarterly board meetings and effectively communicate important financial matters to the board of directors.
• Coordinate and lead the annual audit process, liaise with external auditors and the audit committee of the board of directors.
• Lead and prepare annual budgeting and strategic financial planning process together with the ED for Board approval.
• Track actual spend for quarterly re-forecasting and cash flow analysis.

Operational Support (5%)

• Oversee the preparation of payroll tax reports, including W-2’s, quarterly 941’s, and 1099 filings.
• Manage regular bill payments and vendor relations for organizational needs such as phone, storage space, supply orders, etc.
• Manage relationships with relevant external third-party vendors and consultants.

Organizational Development (5%)

• Work with the leadership team to promote a positive organizational culture.
• Assist other staff in a supporting capacity as needed.
• Contribute time, expertise, and perspective as a member of working committees focusing on specific projects.

KNOWLEDGE/SKILLS/ABILITIES – REQUIRED

• Commitment to VIA’s mission to provide innovative experiential learning programs that inspire and empower aspiring social impact leaders and organizations to create positive change in their communities
• Minimum of a BA, ideally with an MBA/CPA or related degree
• At least seven to ten years of overall professional experience; ideally six-plus years of nonprofit financial and administrative experience
• Understanding of Generally Accepted Accounting Principles (GAAP) for nonprofits
• Experience of final responsibility for the quality and content of all financial data, reporting and audit coordination for either a division or significant program area
• Ability to communicate financial concepts clearly to other who do not necessarily have finance backgrounds
• Effective communicator with excellent verbal communications skills and writing skills for professional correspondence
• Excellent detail-oriented, multi-tasking, and logistical skills
• Work effectively both independently and with team members as a self-starter
• A successful track record in setting priorities; keen analytic, organization and problem solving skills which support and enable sound decision making
• Ability to work evenings and weekends
• California resident
• Legal right to work in the United States
• Demonstrated experience working effectively with technology applications and platforms, including but not limited to, Quickbooks, Concur, Bill.com, Trinet, Slack, Zoom, Google Workspace (Gmail, Calendar, Docs, Sheets, etc), and Microsoft Office.

KNOWLEDGE/SKILLS/ABILITIES – PREFERRED

• Experience in grants management
• Experience in managing projects with third-party vendors
• Experience in international cross-cultural education
• Experience with risk management and emergency response coordination

PHYSICAL REQUIREMENTS

The physical requirements listed are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regular and consistent attendance and the ability to sit and work with hands and arms.
• Physical ability to stand, reach, lift, bend, kneel, stoop, climb, walk, crawl, push and pull items weighing up to 20 pounds.
• Have consistent and reliable attendance.
• Proficient interpersonal relations and communicative skills in English.
• Interpret a variety of instructions furnished in English written, oral, diagram, or schedule form.
• Write routine reports and correspondence.
• Meet daily, weekly, monthly, quarterly, yearly and other deadlines consistently.
• Work under pressure with changing, ambiguous priorities.
• Communicate effectively and promptly to clients or employees of the organization.
• High level of manual dexterity to adeptly type and use computer equipment.
• Auditory and visual skills – Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

LOCATION

This is a fully remote position. On occasion, employees may be expected to travel or attend meetings, for example, during on-boarding process, staff retreat, and/or board meetings.

EXPECTED HOURS OF WORK

The employee will be expected to work approximately 10-20 hours weekly during the “core” work hours of 9:00 a.m. to 5:00 p.m. Monday through Friday.