Senior Manager of Finance and Operations

Time Commitment Full-Time, 40 hours per week Reports to Executive Director Location Chicago, IL/Hybrid as determined by organizational needs The Organization Lighthouse Foundation of Chicagoland is a Black LGBTQ+-led, multiracial social justice organization that advances justice for Black LGBTQ+ people across Chicagoland through empowerment, education, and entertainment. Since July 2019, Lighthouse Foundation has launched the nation's first equity index centered on Black LGBTQ+ people, the Lighthouse Foundation Equity Index, partnered with 31 organizations, and hosted 87 activations with 4,300 Chicagoans. The Role The Senior Manager of Finance & Operations will report to the Executive Director and serve as a key organizational systems leader for Lighthouse Foundation of Chicagoland. This role will coordinate financial operations, grant administration, vendor management, internal systems, and day‑to‑day operations for a rapidly growing nonprofit. The Senior Manager of Finance & Operations will not work alone. This position will work closely with the Executive Director, external bookkeeper, CPA/controller, staff, and contractors to ensure accurate financial tracking, timely payments, strong documentation, grant compliance, and smooth organizational operations. The ideal candidate is a proactive, detail-oriented problem solver who can manage multiple systems, strengthen administrative processes, communicate clearly, and help a growing organization operate with greater efficiency, accountability, and care. Responsibilities Coordinate accounts payable and payroll workflows in partnership with the Executive Director, bookkeeper, and CPA/controller. Ensure bills, invoices, payroll information, receipts, contracts, and other financial records are organized, complete, and submitted for timely processing. Work with the bookkeeper to ensure accurate data entry, expense coding, documentation, and tracking in QuickBooks and related systems. Work with the CPA/controller to review monthly financial reports, expense categorization, budget‑to‑actual reports, and other financial materials. Maintain event and program budgets, track actual expenses against approved budgets, and flag significant variances for review. Support timely reconciliation by ensuring receipts, invoices, bank records, credit card documentation, and supporting materials are complete and available to the bookkeeper and CPA/controller. Maintain vendor records, W‑9s, payment information, contracts, and documentation needed for compliance and reporting. Liaise with vendors and contractors to support accurate invoicing, timely payment, and clear communication. Draft and manage memoranda of agreement, vendor agreements, contractor agreements, and related payment documentation in consultation with the Executive Director. Maintain financial calendars, payment schedules, grant spending trackers, and documentation systems. Support strong internal controls by ensuring that payment processing, financial review, reconciliation, and approval functions are appropriately separated among staff, the bookkeeper, CPA/controller, Executive Director, and board leadership. Grant Administration and Development Support (30%) Manage administrative components of grant submissions, including portal setup, organizational attachments, standard organizational information, deadlines, and required compliance materials. Support the grant contract process from award notification through contract execution, payment tracking, and receipt of funds. Maintain organized records of current grants, pending grant opportunities, reporting deadlines, funder requirements, and grant-related deliverables. Support funder outreach, engagement, communication, and reporting in partnership with the Executive Director and program staff. Review grant materials for clarity, consistency, completeness, formatting requirements, word count, grammar, spelling, and alignment with funder instructions. Help organize grant budgets, budget narratives, required attachments, award letters, contracts, and reporting materials. Track grant spending and deliverable timelines in coordination with the Executive Director, program staff, bookkeeper, and CPA/controller. Support compliance with grant requirements by maintaining accurate documentation and helping staff prepare for reports, site visits, audits, and funder check‑ins. Oversee a team of grant writers Operations, Systems, and Administration (20%) Work with the Executive Director to create, maintain, and refine systems for planning, tracking, grant compliance, staff coordination, and organizational accountability. Oversee and maintain Lighthouse Foundation’s CRM, Monday.com, and related work management systems to improve data tracking and cross‑department coordination. Proactively identify opportunities to streamline administrative processes and improve organizational efficiency. Support staff in using organizational systems consistently and effectively. Provide operations support for Lighthouse Foundation events, including registration systems, logistics tracking, vendor coordination, and day‑of staffing as needed. Manage or support Eventbrite and Zoom event postings, registration tracking, and related data integration. Maintain organized digital files, records, templates, and administrative systems. Support staff meetings, planning processes, internal deadlines, and organizational follow‑through. Perform additional duties as assigned that are consistent with the role’s finance, operations, grants, and systems responsibilities. Job Qualifications Required Qualifications Bachelor’s degree and at least 4 years of experience in finance, operations, nonprofit administration, grant management Experience with nonprofit finance, grant administration, accounting support, operations, or financial tracking. Experience managing administrative systems, deadlines, documentation, and multi‑step workflows. Experience using Google Docs, Google Sheets, and shared digital file systems. Strong written and verbal communication skills. Strong attention to detail, project management skills, and organizational discipline. Ability to prioritize, multitask, follow through, and manage responsibilities with minimal direction. Strong problem‑solving skills and the ability to navigate conflict or confusion with professionalism. Flexibility in a growing nonprofit environment where responsibilities may evolve. Familiarity with social justice, racial justice, and Black LGBTQ+ communities. Ability to pass a background check. Preferred Qualifications Master’s degree and at least 5 years of relevant experience. Experience with QuickBooks Experience with Monday.com and Ramp Experience with Eventbrite, Zoom, and event registration systems. Experience supporting audits, grant reporting, financial documentation, or nonprofit compliance processes. Experience working in a small or growing nonprofit organization. A collaborative spirit, upbeat attitude, and good sense of humor. Benefits Lighthouse Foundation of Chicagoland provides group health, dental, and vision insurance plans to eligible full‑time employees. Lighthouse Foundation currently covers 80% of the premium for eligible full‑time employees. Details on available plans, coverage levels, dependent coverage, and employee cost‑sharing will be provided during the hiring process and new‑hire orientation. Paid Time Off Lighthouse Foundation values work‑life balance as essential to a positive and productive work environment. PTO is unlimited and includes sick leave, subject to supervisor approval and organizational coverage needs. Time off should be scheduled to avoid conflicts with key work responsibilities, grant deadlines, payroll timelines, financial reporting, and major organizational events. Eligibility Black LGBTQ+ candidates and candidates with deep experience in Black, LGBTQ+, and social justice communities are strongly encouraged to apply. Lighthouse Foundation of Chicagoland is an equal opportunity employer. All qualified applicants will receive consideration for employment. #J-18808-Ljbffr Lighthouse Foundation of Chicagoland