Associate Director, Finance & Operations

Change Matrix is hiring an Associate Director, Finance & Operations!

We're looking for for an experienced project manager who thrives on co-creating and streamlining processes to support organizational success. If you’re in search of a meaningful mission, are reliable with details and deadlines, and like working collaboratively across teams and time zones, we want to hear from you!

Location

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

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

About the Opportunity

From organizational and leadership development to strategic planning and data storytelling, from substance abuse and behavioral health to early childhood interventions and trauma-informed care, our team of experts support systems and communities to improve lives. Our 21 staff lead 10-20 active projects, and the newly created Associate Director, Finance & Operations position will manage time and expenses, reporting and invoicing, and consultants and vendors for each project team.

Reporting to our Director, Finance and HR, and supervising our Travel and Events Coordinator, this position will evaluate, document, and improve our project operations to ensure projects are sustainable, effective, and values-aligned. Strong candidates will bring a curious and analytical mind for designing processes and assessing risk, a knack for getting what you need from software systems and spreadsheets (we love pivot tables and vlookups!) while making information accessible to team members working on projects, and a track record of mobilizing action through clear training, materials, and management.

What You'll Do

The Associate Director, Finance & Operations will be responsible for the following, along with other duties as assigned:

Manage Project Budgets

• Support project directors to regularly update their time and expense forecasts
• Regularly improve the budget templates to clarify the necessary action, including considering moving them from Excel into a budget tracking software
• Aggregate the time forecasts, working with directors to ensure staff roles are well-funded and sustainable, and that each staff knows how they’re expected to spend time
• When projects require consultants/vendors or travel/events, manage Travel & Events Coordinator to research specific options/expenses and negotiate contracts
• On occasion, join or fill in for the Director of Finance and HR in supporting budget development for new business proposals

Track and Report Actuals

• Manage the monthly close process, ensuring accurate and on-time submissions to the outsourced accounting firm who manages our books:
• Manage time tracking software and project codes, collect staff timesheets for bi-weekly and semi-monthly payroll, and share reports with directors to review time billed to their projects
• Train staff to complete details for each transaction on CM credit cards and review expenses to ensure alignment with policies, together with Travel & Events Coordinator
• Ensure consultant/vendor invoices or consultant/staff requests for reimbursement are received on time and approved by budget holders; manage Travel & Events Coordinator create invoices, then review and approve timely, accurate payment (accounts payable)
• With accounting firm’s support, prepare invoices and reports for clients and funders, following up on outstanding payments (accounts receivable)
• When the accounting firm shares the monthly financial package, share back actuals at the project and event levels, comparing to forecasts
• Support directors to investigate under/overspending and adjust forecasts accordingly

Initiate and Implement Improvements

• Improve our documentation, training, policies, and processes
• Create and maintain finance manual and related policies, ensuring strong internal controls
• Work with Travel & Events Coordinator to manage travel and events policy and process, including vendors (Uber, Lyft, AmTrav), and to track consultant contracts and prompt payments
• Manage our internal systems and external experts
• Streamline or replace finance-related software systems (currently bill.com and time tracking) for efficiency and user-friendliness, and support internal and external users with troubleshooting
• Manage the partnership with our accounting firm
• Coordinate with tax firm and Travel & Events Coordinator to ensure all state and federal taxes are paid promptly and accurately, and get advice on processes with tax implications

Qualifications

We're looking for:

• 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 5-7 years of leading finance or another operational function, including strong project management experience and at least one year of supervising a full-time staff member; experience in an all-remote, social services or social justice, and/or similarly sized organization is strongly preferred
• Track record of success coordinating internal and external partners to reach a shared goal; customer service orientation with the ability to discern others' needs and either meet them or clearly communicate why not
• Strong experience using tools and software to manage data, ideally including Excel, bill.com, Justworks, and Clickup, and explaining technical information accessibly
• Detail orientation and a commitment to mitigating human error, ensuring each spreadsheet formula is accurate and each figure is double checked
• Curiosity, analytical thinking, and drive to bring work to completion, as shown through initiating improvements, leveraging external resources, and institutionalizing knowledge through documentation and training

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.

To Apply

Interested candidates should apply here, submitting a resume and completing a questionnaire that includes uploading a work sample. Applications submitted by December 7 will receive priority review.

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.

CM staff receive:

• 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 (first 3% matched at a 1:1 rate, another 2% matched at 1:2)
• 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.