Job Overview:

The Finance and Operations Manager is responsible for IAAP and IAAP Foundation’s adherence to finance, IT, and general operational business practices and policies and procedures which create an environment of sustainability, stability, and growth. This position will provide reconciliation and management of operational data and financial data ensuring integrity and accuracy. This management role will provide the IAAP CEO and Foundation CEO with accurate and timely financial statements, relevant tax documents, reports, analysis, and general operational documentation. This position will have direct oversight and management of all staff activities and tasks related to accounting/operations and will perform some accounting/operations tasks required for proper segregation of duties and internal control procedures.

Key Responsibilities:

1. Financial Management and Accounting

• Manage adherence to internal controls, accounting standards, business performance standards, and budget to actual targets.
• Develop dynamic reporting to provide accurate and timely financial and business data to leadership.
• Oversee and execute month, quarter, and year-end closing, ensuring accuracy and efficiency for timely reporting.
• Facilitate, execute, and ensure clean annual audits for both organizations.
• Manage annual internal budget process and ensure accuracy of budget reporting and tracking; develop supporting summary and materials and facilitate board presentation and approval.
• Serve as the direct point of contact to the Joint Finance Committee, including facilitating an orientation and financial training for the new committee members each year, regular meetings with the JFC, and management of the JFC’s role in budget, audit, and 990 approval recommendations.

2. Leadership and Team Management

• Lead and inspire a team of operational professionals, ensuring effective communication, collaboration, and professional development.
• Provide guidance and support to team members, fostering a positive and inclusive work environment.
• Model consistent alignment to IAAP’s mission, leadership culture, and core values.
• Collaborate with other departments to ensure seamless integration of finance and operational requirements and deliverables.

3. Strategic Planning and Innovation

• Contribute to the implementation of IAAP’s strategic goals and objectives as well as the overall management of the operational tactics to reach those goals and objectives.
• Contribute to the marketing and growth strategies, ensuring continued scalability of programming to maximize current and future impact of the association.
• Identify opportunities for growth and expansion of all IAAP programs to meet the business growth goals and revenue diversification goals.
• Represent the organization externally, as necessary, including representation at IAAP events and additional external events as deemed appropriate and necessary by the

4. Quality Assurance and Continuous Improvement

• Provide relevant input on matters of governance, strategy, leadership, finance, and operations while maintaining appropriate confidentiality.
• Alongside the CEO, provide counsel, direction, encouragement, and support to IAAP’s volunteer leaders at all levels with a primary focus on the board of directors to ensure their success fulfilling their responsibilities.
• Ensure compliance and adherence to industry standards for human resource management (including records management, payroll, onboarding, etc.) and employee benefits administration (including health, dental, vision, 401k, disability, and other relevant employee benefits).
• Monitor internal controls, best practices, and technology advancements to ensure IAAP is operating at the highest level of efficiency and effectiveness.

5. Relationship Management and External Engagement

• Act as a key liaison between IAAP and external partners, (i.e. auditor, bankers, investment brokers, insurance brokers) to maintain relationships that enhance and improve IAAP’s business operations.
• Liaise with key vendors and partners, internal and external experts, and staff to ensure successful execution of established operational policies and procedures.
• Manage relationship with third-party IT firm, ensuring all operational IT needs are being met at every level of the organization, with particular attention to the IT infrastructure supporting staff.
• Lead and oversee all external RFPs, creating a standard practice and supporting other departments as needed with a framework and SOP for RFP processes.
• Manage and oversee all IAAP contracts, ensuring appropriate signatory, review and approval process, and key terms and dates.

Qualifications:

• At minimum, 5-7 years of experience leading a successful team of professionals
• At minimum, 7-10 years of proven experience in accounting, non-profit business management, operational management, or relevant work experience
• Comfortability employing innovative and strategic thinking while balancing tactics and tasks
• Current knowledge of all generally accepted accounting principles (GAAP) as it relates to non-profit accounting; IAAP is a 501c6 and IAAP Foundation is a 501c3
• Proficiency in QuickBooks, CRM software, Microsoft programs, and general technology comfortability.
• Ability for up to 10% domestic travel.

Competencies:

• Alignment to IAAP’s culture, purpose, strategy, and leadership philosophy
• Creative problem-solving skills and a proactive approach to finance and operations management.
• Capacity to embrace the strategic business objectives of the Association and effectively leverage cross-departmental objectives and resources to support their attainment.
• Must be a team leader who is energetic, collaborative, and proactive; and who can positively and productively impact both strategic and tactical finance and administration initiatives.
• Must exhibit initiative, able to use good judgment, problem solving skills and take appropriate action
• Must be self -directed and able to work independently; plans work and carries it out without detailed instructions
• Ability to be flexible and change priorities and direction as needed; adept at multitasking with ability to remain calm under stress, chaotic situations and tight deadlines.
• Ability to lead by example and support strategic initiatives
• Listens and responds effectively to questions; resolves problems
• Embraces change, innovation, and continuous improvement and influences others to do the same
• Ability to analyze and interpret information and apply it appropriately to recommendations and decisions
• Ability to maintain confidentiality and appropriate discretion

Language Skills:

• Requires strong written and verbal communication skills
• Must present a professional approach in all communications
• Ability to effectively present information and respond to questions from diverse groups of individuals (internal team members, external customers and vendors, board members, )
• Ensures understanding by asking clarifying questions and restates understanding for confirmation

IAAP is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Americans with Disability Specifications:

The physical demands and work environment characteristics below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

• May be required to lift or move up to 20 pounds
• Must be able to hear and speak effectively with customers by telephone or video chat
• Requires keyboarding capabilities to respond using a computer
• Visual acuity to read and develop written materials
• Prolonged periods of sitting and using the computer

Work Environment:

• Typically in a normal office or home office environment but travel requirements result in other work settings at event venues
• Must be able to concentrate /focus with constant interruptions
• May be required to work some overtime

About International Association of Administrative Professionals

IAAP (International Association of Administrative Professionals) is a dynamic and thriving organization dedicated to serving the needs and interests of our diverse membership community and beyond. We bring together professionals, businesses, and individuals who share a common passion and commitment to our profession.

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