Finance & Administration Manager

FINANCE & ADMINISTRATION MANAGER JOB DESCRIPTION

Job Title: Finance & Administration Manager

Job Type: Full-Time; Regular; Exempt

Reports To: Chief of Staff

Job Location: Hybrid; 2 days per week required in-person in our NYC offices, with additional days as needed to fulfill job duties

Salary Range: Pregnancy Justice sets salary ranges based on experience and in accordance with the organizational pay scale. This position seeks a candidate with 5-8 years of experience, representing a salary range of $95,000-$102,500. Additional details are specified below:

 

• 5 Years Experience: $95,000
• 6 Years Experience: $97,500
• 7 Years Experience: $100,000
• 8 Years Experience: $102,500

Benefits: Include but are not limited to medical, dental, and vision insurance, group term life and AD&D insurance; flexible spending accounts; commuter benefits; 403(b) retirement plan; annual paid time off (20 vacation days; 10 sick days; 5 personal days; 1 floating holiday, federal holidays, and end of year office closure Dec. 24 -Jan. 1); 4 months of paid family leave; and professional development funding.  

 

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Job Summary:

The Finance and Administration Manager is a newly created position at Pregnancy Justice and one that will play a key role in managing the organization’s financial and administrative functions. This position is both strategic and hands-on, ensuring strong financial systems and planning, while also providing day-to-day budget management and administration.

 

The Finance and Administration Manager will work collaboratively and interdepartmentally within Pregnancy Justice, and alongside the organization’s outsourced accounting form and payroll provider. The position will be responsible for managing budgeting and financial operations, providing training and support to the full organization on budgeting, finance, and grant compliance, and leading payroll administration. The Finance and Administration Manager reports to the Chief of Staff.

Essential Job Functions:

The minimum performance expectations include, but are not limited to:

 

Budget & Financial Operations

• In partnership with the outsourced accounting firm, manage day-to-day accounting operations including general ledger, accounts payable/receivable, reconciliations (including banking), and month-end close
• Create materials for quarterly Finance Committee meetings and staff Committee business
• Coordinate the annual budgeting process in partnership with department budget leads and the Leadership Team
• Partner with budget owners to translate financial statements into accessible information that supports departmental budget oversight
• Prepare financial projections and cash flow analyses
• Manage grant budgeting, tracking, and reporting in alignment with funder requirements
• In partnership with outsourced accounting firm, coordinate annual audit and IRS Form 990 preparation
• Maintain strong internal controls that protect organizational resources

 

Organizational Training & Capacity Building

• Provide training and coaching to staff on budget management and grant compliance
• Build systems and templates that make financial management more transparent and shared across the organization

 

Payroll & Other Administration

• Oversee payroll processing and ensure compliance with all wage and hour laws
• Ensure payroll tax filings and reporting are accurate and timely
• Oversee organizational insurance selection and administration
• Track and manage all vendor relationships across the organization, including contracts, maintaining updated W9 and other tax forms, and invoicing
• Strengthen financial and administrative policies to support organizational growth

 

Qualifications:

• Bachelor’s degree, or related work experience. Degree in Accounting, Finance, or Business Administration a plus.
• Minimum of 5 years of experience in nonprofit finance and administration
• Strong knowledge of nonprofit fund accounting and grant compliance
• Experience managing budgeting processes
• Experience managing payroll and employee benefits
• Demonstrated ability to explain financial concepts clearly to non-financial staff
• Proficiency with nonprofit accounting software
• Advanced Excel skills
• Strong communication and relationship-building skills

Common Requirements for All Positions: 

• Demonstrated commitment to and passion for Pregnancy Justice’s mission, goals, and priorities, as well as its organizational culture and values. 
• Approaches work with rigor, diligence, and a desire for excellence — not perfectionism — grounded in the discipline that comes from caring about outcomes. Able to self-recognize or receive feedback about one’s mistakes, own them, learn from them, integrate their lessons, and move forward.
• Ability to work independently, take initiative, look forward, and be proactive. 
• Ability to work outside of regular office hours when necessary. 
• Ability to manage time effectively to meet deadlines. 
• Ability to interact with all staff in a positive, productive, and respectful manner. 
• Full fluency in English is required. Fluency in Spanish or another language is a plus. 

Other Critical Competencies: 

• Integrity: Acts with honesty, transparency, equity, and in accordance with the highest ethical standards. Follows through on all commitments. 
• Strategic Thinking: Within the context of the individual’s role, applies big-picture thinking to achieve long-term outcomes, while also focusing on the details of short- to mid-term implementation. 
• Sound Judgement: Within the context of the staff attorney role, uses common sense and factual data to make decisions in a timely manner. Accurately differentiates between important and unimportant issues. 
• Problem Solving: Helps to identify and resolve conflicts or problems constructively to reach the best solutions for the organization and in furtherance of our priorities. Proposes solutions to effectively address underlying issues.
• Communication: Communicates thoughtfully, clearly, and directly within and across teams.
• Collaboration: Works effectively with various and diverse individuals and groups (both internally and externally), with a willingness to actively listen and invite different views and opinions to build alignment in support of a common goal. Works to ensure a thoughtful, effective, and strategic approach to legal work that values and incorporates all relevant voices, perspectives, areas, and depth of expertise. 
• Commitment to Learning: Applies a growth mentality to one’s own development. Models inquisitiveness and an openness to learn and improve. Demonstrates willingness and capacity to receive and provide positive and constructive feedback to all levels of staff with emotional intelligence. Takes ownership of individual growth in order to achieve full potential. 
• Nimbleness: Within the context of the individual’s role, demonstrates comfort with ambiguity, needing to be flexible and adaptable, consistently reassessing priorities to make sound decisions and take strategic risks in furtherance of our mission and priorities. 

Working Conditions & Physical Requirements

The work is primarily performed in an office setting and/or remotely, with offsite meetings and events. Occasional travel will be required. Suitable candidates must be able to read, write, and interpret documents and perform highly detailed work. This is largely a sedentary position that requires the employee to sit, stand, walk, and bend, and may occasionally require moving files and other equipment.

 

As operational needs allow and with supervisory approval, staff are able to sign off early on Friday afternoons, typically at 1:00 pm for 9:00 am start, or 2:00 pm for a 10:00 am start so long as deadlines and operational needs are met. Staff are not eligible for comp time for time worked beyond a half-day on a Friday. Pregnancy Justice endeavors to avoid internal meetings on Fridays to allow for quiet focused work time.

 

Court deadlines and operational demands of the organization will sometimes require employees to work longer hours, including nights and weekends. When this occurs, the employee’s direct supervisor may authorize occasional alterations to their start and/or end times.

 

Pregnancy Justice is committed to providing reasonable accommodations for pregnant people and individuals with disabilities, including in the application process. If you need reasonable accommodations to participate in the application or interview process, please send an email with the subject line “Reasonable Accommodation Request” to HR@pregnancyjusticeus.org. 

Unionized Workplace

 

Pregnancy Justice is a unionized workplace committed to fair labor practices and collaborative labor-management relationships. While this position is not part of the collective bargaining unit, the Manager of Finance and Administration is expected to work effectively within a unionized environment, uphold organizational policies and collective bargaining agreements, and contribute to a respectful, values-aligned workplace culture.

Commitment to Inclusive Hiring Practices

Research indicates that members of marginalized communities tend to underestimate their qualifications and only apply when they meet all of the criteria in a job posting. If you are excited about this opportunity but are unsure if your past experience aligns with the job description, we encourage you to apply. We would appreciate the opportunity to consider your application and how your talents and experience can bring value to this role.

 

Pregnancy Justice is an equal opportunity employer and we do not discriminate in hiring or employment on the basis of race, color, religion or belief, gender, pregnancy, national origin, height and weight, citizenship, marital or domestic partnership status, sex, sexual orientation, gender identity or expression, age, disability, military or veteran status, physical characteristics such as height and weight, or any characteristic protected by federal, state, or local law. Pregnancy Justice recognizes and values the benefits of a diverse workforce.

 

Please note: Due to the large number of applications we receive, we are not able to respond to every individual, and we appreciate your understanding. Please refrain from follow-up emails, phone calls, or social media messages.