Description
Institute for Educational Advancement
Finance Manager (Full-Time)
Institute for Educational Advancement
Reports to: Operations Director
Location: Pasadena, CA (On-Site)
ABOUT IEA
Founded in 1998, the Institute for Educational Advancement (IEA) is a nationally recognized nonprofit dedicated to the intellectual, creative, and personal growth of gifted and high-potential youth. Through a whole-child approach, IEA provides challenging educational experiences and mentorship that foster achievement, exploration, and belonging within a diverse community.
We seek collaborative, adaptable professionals who take initiative and contribute broadly in support of our mission.
POSITION SUMMARY
The Finance Manager provides the operational finance backbone for IEA and its wholly owned subsidiary, a combined $10M operation across two entities. This is a hands-on role responsible for accounts payable and receivable, bookkeeping, reconciliation, financial reporting, audit support, 990 preparation support, and internal controls, applied within a nonprofit accounting framework, in close partnership with the Director of Operations and a small team of external accounting partners.
KEY RESPONSABILITIES
Accounts Payable
- Process and track all vendor payments and organizational expenses accurately and on schedule for both IEA and its wholly owned subsidiary.
- Maintain organized records of invoices, approvals, and disbursements in accordance with internal controls.
- Monitor outstanding payables and flag issues proactively to the Director of Operations.
Accounts Receivable and Collections
- Manage program billing and bulk invoicing across both entities, ensuring invoices are issued accurately and on time.
- Maintain the incoming funds log and ensure all receipts are recorded and reconciled promptly.
- Monitor outstanding receivables and conduct collections follow-up as needed.
- Coordinate with program teams to resolve billing discrepancies.
Bookkeeping and Reconciliation
- Maintain accurate and up-to-date records in QuickBooks Online for both entities, including posting transactions from payment processors.
- Perform monthly credit card reconciliations and support the external accountant in completing bank reconciliations and period-end close.
- Track and accurately record restricted and unrestricted funds in accordance with nonprofit accounting principles.
- Ensure payroll expenses are reflected accurately in QBO following each payroll run.
Budget and Financial Reporting
- Assist the Director of Operations with annual budget preparation, including compiling historical data and supporting documentation.
- Prepare monthly and quarterly budget vs. actuals reports with clear variance notes for review by leadership.
- Draft financial summaries for quarterly board reports under the direction of the Operations Director.
Audit and 990 Support
- Serve as the primary internal point of contact for the annual audit, coordinating with the external auditor to provide requested documentation and schedules.
- Prepare audit schedules and supporting workpapers in advance of and during the audit process.
- Respond to 990 preparation inquiries from the external preparer, gathering and organizing required financial data through the preparation portal.
Internal Controls
- Adhere to and help maintain IEA's internal financial controls, policies, and procedures.
- Support the Director of Operations in identifying and documenting process improvements that strengthen financial oversight.
Vendor and Partner Coordination
- Coordinate day-to-day with the external accountant on bookkeeping, period-end close, and related deliverables.
- Liaise with payment processors and other finance-related vendors to resolve issues and ensure accurate data flow into QBO.
Special Projects
- Support the Operations Director on special projects and initiatives as organizational needs evolve.
Contribute to process documentation and workflow improvements within the finance function.
Requirements
QUALIFICATIONS
Education & Experience
Required
- Associate's degree in accounting, finance, or a related field, or equivalent professional experience.
- 2 to 4 years of experience in accounting, bookkeeping, or financial administration.
- Proficiency in QuickBooks Online and Microsoft Excel, including comfort with formulas, data management, and financial tracking tools.
- Demonstrated experience with bank, credit card, and system reconciliations.
- Experience supporting an annual audit process.
- Ability to manage accounts payable and receivable accurately and on schedule across multiple entities.
- Ability to prepare clear financial reports and variance analyses for review by leadership.
- Strong attention to detail with a consistent track record of accuracy in financial work.
- Ability to manage competing priorities and meet recurring deadlines independently.
- Exercises discretion and sound judgment when handling sensitive financial and organizational information.
- Able to communicate financial information clearly to colleagues who do not have a finance background.
Preferred
- Experience in nonprofit finance, including familiarity with fund accounting and restricted vs. unrestricted funds.
- Experience working across multiple legal entities.
- Experience working with Salesforce or a comparable CRM in a financial context.
- Bachelor's degree in accounting, finance, or a related field.
