Finance & Operations Consultant

Change Matrix is looking for a Finance & Operations Consultant!

We’re looking for a thoughtful, curious, detail-oriented candidate to support the operations of our consulting firm on a temporary basis (estimated 6-9 months). This is a great role for a strong project manager who wants to help our team run like a well-oiled machine.

Flexible Location & Schedule

This is a remote, full-time role (expected 40 hours/week) that can be based anywhere in the U.S. and requires the majority of working hours each day to fall sometime between 8am and 6pm Eastern Standard Time.

Change Matrix has been a fully remote organization since our launch in 2007, with 20+ staff currently based across 14 states. Candidates must have access to a quiet workspace with strong internet connectivity and no competing demands for attention.

Budget

Based on an internal equity scan, this role will be contributing at a comparable level to staff at the Coordinator level earning $31-36/hour plus benefits. Since this position won’t receive benefits (as a temp or consultant), we'll make an offer in the range of $41-$45/hour, depending on experience.

About the Opportunity

The Finance and Operations Consultant will manage key data and information with accuracy and thoughtfulness, from how we pay bills and track expenses to how we plan travel and events, select consultants and vendors, and make our systems and processes efficient and effective. Reporting to the Associate Director, Finance & Operations, this role will bring detail- and customer service orientation to collaborate with all 21 staff and 10-20 active projects.

A successful candidate will be curious and resourceful in learning new systems and conducting research, and thoughtful about how to present information accessibly and ensure alignment with CM values at each step.

What You'll Do

The Finance & Operations Consultant will provide support in the following areas, as assigned by the Associate Director, Finance & Operations or the Director of HR and Finance:

Finance: Accounts Payable, Accounts Receivable, & Taxes (25%)

-Support and document the CM processes for coding time (Justworks timesheets) and expenses (Bill.com company credit cards), ensuring staff understand and follow internal policies

-Conduct an initial review of expenses pertaining to travel and events, flagging out-of-policy purchases to the Project Director(s) and Associate Director, Finance & Operations

-Draft for Associate Director, Finance & Operations review and approval:

• Bill.com payments for approved consultant/vendor invoices and staff/consultant reimbursement, charging to the relevant project(s)
• Invoices for reimbursements from clients and project partners to Change Matrix

​​​​​​​-Manage taxable income delivered outside Justworks, including monthly tech stipends and ad hoc gift cards (e.g. to UberEats), making payments and reporting annually to Justworks for tax inclusion

• Track state and federal tax requirements, ensuring CM is forecasting and completing payments promptly and accurately, in coordination with our tax firm

Project Operations: Travel & Events, Consultants & Vendors (65%)

-Based on project budgets and staff, stay aware of upcoming travel and events, learning the vision for success and allocated budget

-Support staff travel by managing our travel processes, systems, and vendors, from collecting forms about upcoming travel to initiating improvements for cost savings and staff ease

• Existing systems include an upcoming travel form, travel SOPs, AmTrav booking software, and CM accounts with ride sharing companies, as well as event and training registration software like Whova

​​​​​​​-Research specific costs to help build a spending forecast within the total budget limit, sourcing potential vendors and negotiating contracts

• Highlight opportunities for both cost savings and CM values alignment, like hiring community-based vendors, incorporating local cultural traditions (music, poetry, photography, etc.), and considering key holidays in scheduling

-After the event, work with the Associate Director, Finance & Operations to create a report comparing actual time and expenses to the original forecast and conduct an after-action review to learn from what went well and can be improved

-Track all open vendor and consultant contracts and proactively manage amendments (e.g. to extend the timeline or change the scope)

-Coordinate the onboarding process for new vendors and consultants, creating Bill.com profiles and ensuring invoices are received and paid on time

People Operations: Systems & Culture (10%)

-Track and encourage staff use of our annual professional development funds and paid time off so we can share data with supervisors to support direct reports; double check alignment between PTO requests and OOO calendar

-Annually or as changes occur, update staff profiles in Justworks, our PEO, with health insurance deductions given their enrollment selections

-Look for ways to celebrate staff and deepen cross-team connections, from acknowledging life milestones to managing software that initiates staff pairings for “water cooler” conversations

-Ensure staff participation in our annual anti-sexual harassment training, Conflict of Interest and Whistleblower policies

Qualifications

• Alignment with CM’s mission and values (see below), including our commitment to anti-racism, and experience collaborating across difference (e.g. culture, identity, and time zones)
• At least 3-5 years of project management experience, preferably in an all-remote, social impact or social justice, and/or similarly sized organization (<30 staff, $3-5m annual budget); experience in event planning, travel coordination, and/or finance preferred
• Track record of success coordinating internal and external partners to reach shared goals
• Experience working with Mac OSX, Microsoft Office suite, and cloud-based software (ideally ClickUp, bill.com, or AmTrav); comfort learning new software systems quickly and training others to use them
• Detail orientation and a commitment to mitigating human error, ensuring each figure is accurate, and reliable follow-through, ensuring no balls are dropped
• Customer service orientation, including approaching problems with curiosity and providing clear, timely updates
• Discretion with the ability to maintain confidential employee and organizational information

About Change Matrix

Change Matrix, LLC (CM) is a woman-owned, minority-led consulting firm specializing in strategy, change management, leadership, and evaluation in public health and human services. Partnering with communities, nonprofits, government agencies, and philanthropic organizations, we motivate, manage, and measure change. We guide organizations to adapt and develop transformative plans, implement effective strategies, and work collectively for lasting community benefit.

These values guide the work that we do for others and our internal operations:

1. Justice and Equity: We strive for justice and equity for all people in all environments.
2. Culture and Diversity: We acknowledge and learn from the histories and experiences of others to shape our understanding of culture and diversity.
3. Relationships: We build strong relationships based on trust, empathy, and compassion.
4. Family: We value and prioritize families – both those we serve and our own.
5. Community: We honor strengths-based, self-determination of individuals, families, and communities.
6. Excellence and Accountability: We are inspired to bring our best selves to all our work, and we aim for excellence.

Term & Timeline

Consultants/temporary staff do not receive benefits and must supply their own materials, including reliable wifi, a quiet working environment, and a computer, which will be granted access to CM systems only after signing our Bring Your Own Device policy. This policy includes a security review by our managed IT company and installation of Kandji for macOS, Syncro for Windows devices, Crowdstrike for endpoint protection, and Splashtop for remote support.

After the 3-6 month temporary position, there may be an opportunity to apply for a permanent CM staff role. CM staff receive the following benefits:

• 15 paid vacation/personal days, 6 paid sick days, and 12 paid holidays, including a floating holiday, as well as a paid office closure between Christmas and New Year’s Day.
• Medical, vision, and dental insurance coverage, with support from CM for the premium costs.
• A retirement plan with an employer match for contributions up to 5% of your annual salary.
• Employer-paid disability and life insurance.
• Support for as-needed personal leave, including at least 12 weeks of partially paid parental leave and up to 10 days of paid bereavement leave.
• Standard equipment including a company-owned laptop, plus a $125/month stipend to offset additional home office costs (e.g. mobile phone data, strong wifi).
• Up to $1000/year of professional development funds to pursue new skills and experiences, from attending a conference or training to purchasing a tool or resource.

To Apply

Interested candidates should apply here, with precedent going to candidates who submit by Monday, February 16.

Change Matrix is an Equal Opportunity Employer

At CM, we do not just accept difference, we seek it, celebrate it, support it, and we thrive on it for the benefit of our employees, our clients, and our communities. CM is an equal opportunity employer. CM does not and shall not discriminate based on race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, physical or mental ability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor under applicable federal, state, or local laws in any of its activities or operations.

Applicants must have a U.S.-based permanent address and be currently authorized to work in the United States on a full-time basis.

Consultants/temporary staff do not receive benefits and must supply their own materials, including reliable wifi, a quiet working environment, and a computer, which will be granted access to CM systems only after signing our Bring Your Own Device policy. This policy includes a security review by our managed IT company and installation of Kandji for macOS, Syncro for Windows devices, Crowdstrike for endpoint protection, and Splashtop for remote support.

After 3-6 months, there may be an opportunity to apply for a permanent CM staff role.