Finance and Operations Director
ImmigrationJobs, Boston, MA, United States
The Political Asylum/Immigration Representation Project
is the leading provider of pro bono representation to low-income asylum‑seekers and immigrants unjustly detained in Massachusetts.
Job Title: Finance and Operations Director
Reports To: Executive Director
Position Status: Full‑Time Managerial Position, Exempt
Position Description As a contributing member of PAIR’s Leadership team, the Finance and Operations Director will support the overarching mission of the organization and help PAIR to achieve its goal of ensuring that PAIR clients receive high quality legal representation as they seek political asylum and other related forms of humanitarian relief in the United States. The Finance and Operations Director is critical to ensuring streamlined processes, systems, and operations for staff, fiscal management, human resources, accounting and office management. They will handle sensitive, confidential information and be involved in high‑level decision‑making at PAIR. The position requires working independently while communicating and collaborating with the Executive Team; there are administrative aspects to the role. The position is a hybrid work model of both remote work as well as work in the office (2 days/week), which includes on‑site at partnering stakeholder’s place of business (such a community partner or vendor site) when necessary.
Financial Operations & Organizational Sustainability
Manage income/expense processing at PAIR and record information in accounting software and other platforms
Work with Executive Director to manage PAIR bill pay, generate financial reports, and prepare documentation for vendors
Manage reconciliation of all income and expenses across PAIR’s financial accounts, with support of PAIR’s bookkeeper
Manage, review, and work with Executive Director to issue employee reimbursements
Track funds expended for specific budget items/projects
Manage timecard system and review employee timecards and submit bi‑weekly payroll; Track all paid time off for employees and make updates to payroll
Manage, track, and calculate salary increases and impact on PAIR compliance
Work with Executive Director to prepare annual audit and financial review documentation with CPA and manage post‑audit book‑keeping adjustments
Generate budget, vendor, donor, or program reports as needed from QuickBooks or Salesforce
Support Development Director with grant invoicing and financial requests from funders and donors
Human Resources Management
Manage recruitment and hiring process for staff and intern positions
Manage employee new hire orientation, including new hire paperwork, I-9 compliance, benefits enrollments and onboarding checklist completion
Manage employee offboarding, including relevant paperwork
Enter and maintain employee information electronically in PAIR files and benefits platforms, including submitting updates as needed and annually
Manage benefits administration; track and calculate updates across various platforms (health, dental, vision, group life, disability, imputed income, retirement, union dues, etc.)
Manage benefits renewals with vendors/brokers and across various platforms (payroll, HRA, etc.)
Manage equipment, email, and organizational accounts for all employees
Be familiar with the PAIR Collective Bargaining Agreement (CBA) as it relates to HR and compliance
Office & Facilities Management
Manage and maintain vendor relationships, including IT and cybersecurity support
Evaluate and implement technology improvements, including AI tools as appropriate
Work with IT consultant to troubleshooting of office equipment, office systems, and staff questions
Manage recordkeeping for contracts and organizational documents
Manage procurement protocols for all equipment and supplies
Maintain clear protocols for safety and incident response
Take measures to support a safe, welcoming space for clients, staff and guests and promote a welcoming environment
Manage and update shared office calendar and send reminder notifications
Research and manage the implementation of new systems and processes, as needed
Organizational Compliance
Support Executive Director on compliance as needed (malpractice, property, benefits renewals, policy review, state and federal filings)
Support organizational insurance renewals and plan administration such as Workers’ Compensation, General Liability, Unemployment, etc., including completing annual questionnaires, audit, and renewals
Work with Executive Director and HR to review and update office policies and benefits sheet
Manage annual year and fiscal year organizational updates
Support development of and ensure compliance with PAIR office policies, including HR, employee handbook, Emergency Response Protocol, whistleblower policy, CBA, etc.
Annually apply for certification of good standing, tax exempt status, SAM system verification, and Secretary of State report
Support CBA implementation and adherence to terms of the contract as it relates to office administration
Supervise and mentor administrative staff
Other Support
Assist in preparing PAIR’s annual reports and other PAIR informational material
Assist the Executive Director and Development Director with special events and donor outreach
Perform other duties as needed, including duties as part of PAIR’s overall staff or as identified by the Executive Director or Board of Directors
Qualifications
Bachelor’s Degree
Massachusetts residency required
At least five years of experience in finance and/or operations management
Must have experience working in Accounting, Finance, Operations, Office admin, and/or HR
High level of organization and attention to detail
Strong commitment to data integrity, financial health and good standing
Strong financial literacy and understanding of accuracy in finances
Excellent communication skills, including strong supervisory skills and responsiveness
Demonstrated ability to handle confidential, sensitive information with discretion
Excellent judgment, proactive decision-making, ability to prioritize tasks, and solutions-focused
Commitment to cybersecurity and preserving data privacy
Knowledge of cloud-based systems (e.g., Google Suite, Microsoft 365, Salesforce, QuickBooks) and core IT concepts
Comfort with implementing technology improvements and bringing a diverse staff along
Passion for our mission of supporting and empowering refugees and immigrants
Cultural sensitivity and ability to relate well and effectively in a diverse workplace with a diverse client population is required
Ability to establish and maintain a positive and professional relationship with co‑workers, clients, and community service providers
Hours 40 hours per week, hybrid schedule
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is the leading provider of pro bono representation to low-income asylum‑seekers and immigrants unjustly detained in Massachusetts.
Job Title: Finance and Operations Director
Reports To: Executive Director
Position Status: Full‑Time Managerial Position, Exempt
Position Description As a contributing member of PAIR’s Leadership team, the Finance and Operations Director will support the overarching mission of the organization and help PAIR to achieve its goal of ensuring that PAIR clients receive high quality legal representation as they seek political asylum and other related forms of humanitarian relief in the United States. The Finance and Operations Director is critical to ensuring streamlined processes, systems, and operations for staff, fiscal management, human resources, accounting and office management. They will handle sensitive, confidential information and be involved in high‑level decision‑making at PAIR. The position requires working independently while communicating and collaborating with the Executive Team; there are administrative aspects to the role. The position is a hybrid work model of both remote work as well as work in the office (2 days/week), which includes on‑site at partnering stakeholder’s place of business (such a community partner or vendor site) when necessary.
Financial Operations & Organizational Sustainability
Manage income/expense processing at PAIR and record information in accounting software and other platforms
Work with Executive Director to manage PAIR bill pay, generate financial reports, and prepare documentation for vendors
Manage reconciliation of all income and expenses across PAIR’s financial accounts, with support of PAIR’s bookkeeper
Manage, review, and work with Executive Director to issue employee reimbursements
Track funds expended for specific budget items/projects
Manage timecard system and review employee timecards and submit bi‑weekly payroll; Track all paid time off for employees and make updates to payroll
Manage, track, and calculate salary increases and impact on PAIR compliance
Work with Executive Director to prepare annual audit and financial review documentation with CPA and manage post‑audit book‑keeping adjustments
Generate budget, vendor, donor, or program reports as needed from QuickBooks or Salesforce
Support Development Director with grant invoicing and financial requests from funders and donors
Human Resources Management
Manage recruitment and hiring process for staff and intern positions
Manage employee new hire orientation, including new hire paperwork, I-9 compliance, benefits enrollments and onboarding checklist completion
Manage employee offboarding, including relevant paperwork
Enter and maintain employee information electronically in PAIR files and benefits platforms, including submitting updates as needed and annually
Manage benefits administration; track and calculate updates across various platforms (health, dental, vision, group life, disability, imputed income, retirement, union dues, etc.)
Manage benefits renewals with vendors/brokers and across various platforms (payroll, HRA, etc.)
Manage equipment, email, and organizational accounts for all employees
Be familiar with the PAIR Collective Bargaining Agreement (CBA) as it relates to HR and compliance
Office & Facilities Management
Manage and maintain vendor relationships, including IT and cybersecurity support
Evaluate and implement technology improvements, including AI tools as appropriate
Work with IT consultant to troubleshooting of office equipment, office systems, and staff questions
Manage recordkeeping for contracts and organizational documents
Manage procurement protocols for all equipment and supplies
Maintain clear protocols for safety and incident response
Take measures to support a safe, welcoming space for clients, staff and guests and promote a welcoming environment
Manage and update shared office calendar and send reminder notifications
Research and manage the implementation of new systems and processes, as needed
Organizational Compliance
Support Executive Director on compliance as needed (malpractice, property, benefits renewals, policy review, state and federal filings)
Support organizational insurance renewals and plan administration such as Workers’ Compensation, General Liability, Unemployment, etc., including completing annual questionnaires, audit, and renewals
Work with Executive Director and HR to review and update office policies and benefits sheet
Manage annual year and fiscal year organizational updates
Support development of and ensure compliance with PAIR office policies, including HR, employee handbook, Emergency Response Protocol, whistleblower policy, CBA, etc.
Annually apply for certification of good standing, tax exempt status, SAM system verification, and Secretary of State report
Support CBA implementation and adherence to terms of the contract as it relates to office administration
Supervise and mentor administrative staff
Other Support
Assist in preparing PAIR’s annual reports and other PAIR informational material
Assist the Executive Director and Development Director with special events and donor outreach
Perform other duties as needed, including duties as part of PAIR’s overall staff or as identified by the Executive Director or Board of Directors
Qualifications
Bachelor’s Degree
Massachusetts residency required
At least five years of experience in finance and/or operations management
Must have experience working in Accounting, Finance, Operations, Office admin, and/or HR
High level of organization and attention to detail
Strong commitment to data integrity, financial health and good standing
Strong financial literacy and understanding of accuracy in finances
Excellent communication skills, including strong supervisory skills and responsiveness
Demonstrated ability to handle confidential, sensitive information with discretion
Excellent judgment, proactive decision-making, ability to prioritize tasks, and solutions-focused
Commitment to cybersecurity and preserving data privacy
Knowledge of cloud-based systems (e.g., Google Suite, Microsoft 365, Salesforce, QuickBooks) and core IT concepts
Comfort with implementing technology improvements and bringing a diverse staff along
Passion for our mission of supporting and empowering refugees and immigrants
Cultural sensitivity and ability to relate well and effectively in a diverse workplace with a diverse client population is required
Ability to establish and maintain a positive and professional relationship with co‑workers, clients, and community service providers
Hours 40 hours per week, hybrid schedule
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