Operations Manager at STEM Alliance of Larchmont-Mamaroneck, Inc – Mamaroneck, New York

The STEM Alliance is a rapidly growing Westchester County nonprofit that is building a network of STEM learning opportunities for adults and children. Our goal is to empower our clients with STEM skills that not only lead to higher paying jobs but also solve today’s most critical challenges.

The Operations Manager is a critical member of the Operations Team who provides accounting, payroll, systems, grant management, and general operational support to all teams to advance programmatic success. This role is highly cross-functional and essential to maintaining the financial integrity, compliance, and infrastructure of the organization.

What You'll Be Doing

The responsibilities of this role can be tweaked depending on the talents of the right candidate and the needs of our team. That said, this position plays a central role in finance, grants, systems management, and operational oversight.

Accounting & Bookkeeping

• Conduct all bookkeeping necessary to maintain QuickBooks Online (QBO) accounting records
• Categorize transactions with proper Class and Chart of Accounts assignments
• Upload receipts and documentation to Quickbooks online and Google Drive
• Reconcile and manage bookkeeping across platforms including Amazon, Uber, Qgiv, Bloomerang, and Campsite
• Maintain organized digital filing systems for financial records
• Create and manage invoices in Quickbooks online for grants, pledges, and receivables; monitor A/R aging and send reminders
• Manage Accounts Payable in Quickbooks online Bill module including invoice uploads, coding, approval workflows, ACH/Visa payments, and W9 compliance
• Update and monitor the organizational cashflow tool bi-weekly
• Maintain the Deposit Log for checks, EFTs, donations, and fees for service
• Prepare and execute bank deposits including proper documentation and scanning
• Track impactful changes to the annual budget for planning purposes
• Support annual audit preparation, manage engagement process, compile schedules, and complete 990 checklist
• Manage insurance renewals, COIs, and broker communications
• Maintain cost center systems in Uber Business
• Monitor Amazon Business account access and spend

Payroll

• Process bi-weekly payroll in Paylocity after all timesheets and expense reports are approved
• Manage timesheet approval workflows, PTO verification, and supervisor compliance
• Review and approve expense reports, ensuring proper documentation and prior authorization
• Maintain accurate PTO balances and payroll records
• Export and upload payroll reports to Google Drive and update internal payroll tracking sheets
• Input and manage employee deductions (benefits, garnishments, etc.)
• Conduct W-2 audits using Paylocity EoY dashboard to ensure alignment with YTD payroll data
• Serve as Paylocity system administrator, managing user access and troubleshooting
• Populate C-suite timecards and send payroll reminders
• Ensure payroll compliance and documentation accuracy

Donations & Revenue Management

• Manage donation deposits in Qgiv and Bloomerang
• Categorize and reconcile daily donation batches
• Ensure proper revenue splits across programs and grants
• Coordinate with Resource Development to ensure acknowledgments are sent
• Track and assign gifts to appropriate projects or grants

Grant & Contract Management

• Track all grants and large contracts for delivery, billing, compliance, and reporting
• Support contract preparation and approval processes (budgets, insurance, company documentation)
• Manage NYSED, OCFS, Connect Westchester, and other state/county grant portals and documentation
• Create and maintain grant budgets, correspondence and tracking tools
• Collaborate with outsourced accountant to prepare and review reimbursement claims
• Conduct cross-team meetings to monitor grant deliverables and budget alignment
• Manage device allocation tracking for grant-funded technology purchases

Budget Compliance & Financial Reporting

• Work with the Chief Operations Officer Gather, analyze, and interpret financial data for leadership and Board reporting to prepare monthly and quarterly financial reports
• Conduct program-level budget reviews
• Collaborate with department leadership to align spending with strategic priorities
• Monitor revenue projections and long-term financial visibility

First and foremost, we are looking for someone who is warm, friendly, and values teamwork. We hope you are looking to expand your personal and professional goals while serving others and advancing STEM education and Digital Equity. You should be able to work independently, manage multiple deadlines, and bring strong organizational discipline to complex operational systems.

In addition, you have:

• Minimum 1 year QuickBooks Online experience
• Experience processing payroll (Paylocity preferred)
• Strong spreadsheet and budgeting skills
• Experience with grant tracking, claims, or nonprofit financial compliance
• Experience with Google Workspace
• Comfort learning new software systems
• Strong attention to detail and documentation discipline
• Ability to manage confidential HR and financial information
• A solution-oriented, proactive mindset
• A desire to make a difference in the lives of people and the community
• A goal of working with employees who enjoy each other’s time and company

What We Offer

• A workplace culture that prioritizes understanding, empathy and diversity
• A bright, inviting and collaborative open workspace (no cubicles!) with parking nearby
• Comprehensive Health Insurance – Subsidized health insurance plans, with a monthly employer contribution.
• Dental & Vision Insurance – Affordable plan options available to support your overall well-being.
• Paid Time Off (PTO) & Sick Leave – Generous PTO, in addition to New York State-mandated sick leave, with increasing vacation time based on role and length of service.
• Paid Holidays – Enjoy time off for federal holidays plus an extra paid break between Christmas and New Years.
• Retirement Savings Plan – Access to a 403b retirement plan through Vestiwell & Morgan Stanley, allowing you to save for the future tax-free.
• Travel & Parking Reimbursement – Eligible work-related travel and parking costs are reimbursed.
• Flexible Work Options – Support for flexible scheduling to assist with work-life balance.
• Technology & Connectivity Support – Access to devices and internet access to ensure a productive work environment.
• Professional Development – Opportunities to grow your skills through training, mentorship, and participation in committees such as HR and Community Building.
• Convenient Location – Office within walking distance of Metro-North, plus access to nearby shops, cafes, and restaurants.
• Exclusive Banking Perks – Special offers through our partnership with M&T Bank.

Are You Excited? So Are We!

Apply today to play an active role in changing our world for the better by empowering and training the next generation of STEM leaders and bridging the digital divide through inclusion initiatives. If you’re enthusiastic about our mission, we’d love to hear from you!

Please note:

• Research shows that while men apply to jobs if they meet about 60% of the criteria, women and those in traditionally underrepresented groups tend to apply only if they check every box. If you believe you have what it takes but don’t meet every requirement above, we still encourage you to apply.

• We value diversity. People with disabilities are currently underrepresented in our company and underserved in our community. We are committed to equal employment opportunity principles and strongly encourage individuals living with disabilities to apply. We will support you in the working environment.