Finance & Operations Manager

About AAA

The American Anthropological Association (AAA) is a distinguished and dynamic organization at the forefront of advancing the understanding and appreciation of human cultures, past and present. Established in 1902, the AAA has played a pivotal role in shaping the field of anthropology, serving as a hub for scholars, practitioners, and enthusiasts dedicated to exploring the diversity of human societies.

Our mission is to promote scholarly research, foster intellectual exchange, and advocate for the importance of anthropology in addressing global challenges. The AAA is committed to supporting anthropologists in their pursuit of knowledge, facilitating collaboration across diverse subfields, and promoting the ethical practice of anthropology.

Position summary

The Finance & Operations Manager owns AAA's financial administration and core operations. The role is the day-to-day liaison to the Association's outsourced accounting firm and fractional CFO, its professional employer organization (PEO), its insurance broker and its building. It keeps the monthly close, contracts, compliance calendar and payroll moving.

Responsibilities

Accounting and financial reporting

• Serve as dayto-day liaison to the outsourced accounting
• firm , supplying documentation and resolving questions.
• Coordinate the monthly close, account reconciliations and timely financial statements.
• Produce monthly and quarterly financial reports for Association leadership and section leadership.
• Track cash flow and reserve draws for the Deputy Executive Director.

Payables and expenses

• Process invoices, expense reports and credit card reconciliations in the payables system (BILL).
• Administer section disbursements, and serve as the first point of contact for section treasurer questions.

Gifts and revenue receipts

• Record and deposit gifts and other receipts, and reconcile gift records with the donor database each month.
• Keep receipt and deposit separate from donor record-keeping so internal controls hold.

Budget, audit and tax

• Run the budget calendar and help leadership build the annual budget.
• Prepare documentation for the annual audit and Form 990, and track every deadline.

Contract management

• Administer the contract lifecycle: intake, legal review, revisions, Executive Director signature and execution.
• Maintain a central contract repository with key terms, renewal dates and notice windows, and alert contract owners in advance.

Compliance and insurance

• Maintain a compliance calendar for corporate filings, state charitable registrations, the audit, Form 990 and policy reviews.
• Track board conflict-of-interest disclosures and policy acknowledgments with the governance specialist.
• Manage the insurance portfolio (D&O, general liability, cyber, property and event coverage), including renewals, certificates of insurance and claims.

HR administration (PEO point of contact)

• Serve as the primary contact with the PEO (Rippling) for payroll, benefits, onboarding, offboarding and employment compliance.
• Coordinate open enrollment, new-hire paperwork, required postings and HR records.
• Escalate employee relations and policy matters to the Deputy Executive Director.

Office and building operations

• Oversee office operations, vendors, supplies and equipment, and serve as liaison to building management.

Qualifications

Required

• 5+ years in nonprofit finance, accounting operations or operations management
• Working knowledge of nonprofit accounting, including accounts payable, reconciliations, restricted funds, budgets and audit support
• Experience working with an outsourced accounting firm and a PEO or HR provider
• Experience managing contracts, vendors or insurance renewals
• Strong systems skills and a track record of meeting recurring deadlines
• Exceptional discretion with financial and personnel information
• Bachelor's degree in accounting, finance or business, or equivalent experience

Preferred

• Experience in an association or scholarly society, including sub-unit (section or chapter) funds
• Experience with BILL, Rippling, Asana and a Salesforce-based association management system

10% employer retirement contribution after 1-year of service

One day in the office a week

12 paid federal holidays

20 days paid PTO

Closed between Christmas and New Years

100% medical, dental, vision, short-term and long-term disability coverage for employee

English