Associate Director, Administration & Finance

$95,000 - $107,484/Yr

Women's Equality Center - Romeoville, IL

Part-time - Mid Level

Hybrid - Romeoville, IL

About the position

As an Operations team member, the Associate Director, Administration & Finance (Associate Director) will serve as an operational liaison and financial expert working closely with WEC's teams, New Venture Fund (our fiscal sponsor), and our partners across Latin America and the Caribbean. The Associate Director will have three key areas of responsibility: managing the full lifecycle of the grants process (including contracts and vendor engagement), providing technical and operational support, in English and Spanish, to WEC's on-the-ground partners ensuring fiscal and legal compliance to grants parameters while also providing broader advice and best practices, and in partnership with the Senior Director Finance & Operations, supporting budget cycles, developing financial models, and helping create workflow improvements across broader operational and financial systems and processes at WEC to ensure cross-functional efficiencies. This is an ideal opportunity for someone who enjoys wearing multiple hats, is a resourceful project manager, and brings a commitment to implementing best-in-class systems, processes, and structures that support WEC's work and the reproductive freedom movement across the region.

Responsibilities

• Manage the full lifecycle of the grants process, including contracts and vendor engagement.
• Oversee the logistics of grant spend down, reconciliation, and invoicing.
• Provide technical and operational support to WEC's partners ensuring fiscal and legal compliance to grants parameters.
• Support budget cycles, develop financial models, and help create workflow improvements across operational and financial systems.
• Create trainings and workflow improvements to ensure compliance with grants protocols and operational policies.
• Review all grants, contracts, and vendor agreements for legal and fiscal compliance.
• Manage systems and calendars for coordinating grant applications and renewals, reporting, and other related functions.
• Ensure the efficient and timely execution of contracts and check for legal entity standing in contracts.
• Maintain systems for tracking and monitoring contracts, including oversight of contract invoicing processes.
• Serve as the operational contact point to WEC's Latin American and Caribbean partners and vendors providing technical assistance.
• Manage project timelines and budgets, recording and tracking all expenses, vendor contracts, grants, and invoices.
• Establish and execute financial management processes to track monthly financials and cash flow.

Requirements

• At least 9 years of experience in grants/contracts administration, financial and/or operational management ideally in a foundation or nonprofit operations setting.
• Prior work across nonprofit contract and grant execution and management including vendor setup, invoicing, budget support/tracking, terms negotiation, and liaising with legal and program departments.
• Experience supporting nonprofit finance and accounting ideally across budgeting, auditing, and controls.
• Understanding of the various types of legal compliance and reporting required of 501(c)(3) and 501(c)(4) entities.
• High degree of cultural competence and ability to partner with a multi-cultural, multi-lingual workforce.
• Excellent communicator with strong written and verbal skills, including the ability to translate complex topics into simple language and communicate in conversational and written Spanish.

Nice-to-haves

• Deep commitment to WEC's mission and an understanding of the political landscape of Latin America and the Caribbean.
• Comfort with technology and prior work experience with different types of tools and systems.

Benefits

• Fully employer-paid health insurance for employees and their families.
• Fully employer-paid dental/vision insurance for employees and their families.
• Paid time off includes 4 weeks vacation and week-long company close at the end of the year.
• 12 weeks of paid medical and family leave after 90 days of employment.
• 401k retirement plan with a 3% automatic contribution and up to a 3% employer match.
• Professional development, cell phone, and fitness stipends.
• Additional PTO includes health, personal, and volunteer leave.
• Short/long-term disability insurance.