How to Apply
Submit your resume and cover letter to [email protected]. Please include “Finance & Operations Manager Application” in the subject line of your email.
Job Openings
Finance & Operations Manager
Gray Area is a San Francisco-based nonprofit dedicated to cultivating a robust present-day counterculture. Since 2008, we have supported a unique community of practitioners across tech, the arts, and the sciences, empowering them to collaborate outside and beyond the imperatives of those institutions. We incubate projects, present new work, offer classes, and sponsor original research. Committed to the view that distinct ways of knowing and acting on the world emerge socially—through the practice of creation—Gray Area exists to enable meaningful work possible nowhere else.
We are a small organization with outsized impact, operating across events, education, and research programs. We support a large community focused on new forms of creative expression enabled by technology, and work toward a better world by understanding how technology conditions our experience.
Role Overview
You are a systems thinker and passionate about organizational administration. The Finance & Operations Manager oversees Gray Area’s administrative activities including human resources and benefits, financial reporting, contracts/purchasing, permitting/compliance, and office operations. This role is responsible for managing the infrastructure of the organization to create efficient systems for projects and people.
This position will report to and work closely with Gray Area’s Executive Director and Associate Director, as well as collaborate with other team members across departments on budgeting and accounts management. This position will also manage external professional support and systems.
We are an equal opportunity employer committed to building a culturally diverse team, candidates from groups generally underrepresented in our field are especially encouraged to apply.
Duties and Responsibilities
Financial Oversight
- • Manage and support external bookkeeping and accounting firms in reconciling monthly activity, generating year-end reports, audits, and fulfilling US and international tax requirements; hire, train, and retain support staff as needed in the future.
- • Oversee budgeting, financial forecasting, and cash flow for administration and programs.
- • Generate reports to make sure that budget goals are met each quarter.
- • Review and approve preparation and finalization of quarterly and annual financial reporting materials for the Executive Director and Board of Directors.
- • Oversee processing of accounts receivable including timely invoicing of event rentals, donations, memberships and all earned revenue; Make Weekly check and cash deposits at the bank.
- • Oversee processing of accounts payable including entering bills, maintaining automatic payments, and check runs.
- • Ensure that Accounting requests are resolved and communicated in a timely manner to internal and external parties.
Operational Management
- • Manage grantor contracts and reimbursement requests.
- • Manage, review, and update vendor and artist contracts, licenses, and other agreements.
- • Manage fiscal sponsorships and individual project tracking and reporting.
- • Track expenses and income per project.
- • Develop, maintain, and monitor all fundraising and accounting systems and procedures capturing all pledges, billings, and receipts and for the recording of all revenue transactions, recommend and implement improvements to systems.
- • Maintain secure and organized digital and physical file storage systems.
- • Improve the operational systems, processes, and policies in support of the organization's mission -- specifically, support better management reporting, information flow and management, business process, and organizational planning.
- • Update organizational permitting and registrations, making sure to always maintain compliance.
Human Resources
- • Supervise Payroll management, including employee benefits and organizational insurance.
- • Facilitate all requirements for employee onboarding and offboarding including HR documents, keys, I9 verification, and training.
- • Manage organizational policies related to human resources and compliance.
Qualifications
- • Ability to work collaboratively with diverse staff and stakeholders to solve problems and innovate creative solutions.
- • BA/BS or Associate’s Degree, or a combination of at least 5 years of relevant professional experience and education.
- • Possesses accounting knowledge, including GAAP, accounts payable, accounts receivable, payroll, reporting and analysis, cash flow, compliance and financial controls required.
- • Familiarity with the following software packages: Xero Accounting, Airtable, Google/Excel Spreadsheets, Bill.com. Always seeking better software and systems.
- • Working knowledge of contracting terms a plus.
- • Grants management skills a plus.
- • Experience with Salesforce a plus.
- • Knowledge of tax and other compliance implications of nonprofit status a plus.
Compensation and Benefits
- • $80,000/yr full-time, 40hr/week
- • Hybrid remote + office in San Francisco
- • Up to $400/month employer contribution toward your company group health care plan
- • $10,000 Basic Life & AD&D fully paid by company
- • 50% STD fully paid by company
- • 50% LTD fully paid by company
- • Unlimited vacation days with advanced notice and approval, unlimited sick days, and select bank holidays
- • Invitation to participate in Gray Area’s 401k plan
Gray Area is an equal opportunity employer. We do not discriminate on the basis of race, religion, color, sex, gender expression, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by federal, state or local laws. All employment is decided on the basis of qualifications, merit, and business need. We celebrate diversity and are committed to creating an inclusive environment for all employees.
