Manager/Director of Finance and Administration

Manager/Director of Finance and Administration

Location:                  Remote, U.S.-based

Status:                      Full-time, exempt

Reports to:               Executive Director

Salary Range:          $80,000-$100,000, depending on experience and final title

Travel: Approximately 2-3 trips per year for staff retreats, board meetings, convenings, or other FCAA  events. Some travel may be international, so candidates should be eligible and willing to obtain and maintain a valid passport.

About FCAA

Funders Concerned About AIDS (FCAA) is a philanthropy-serving organization that informs, connects, and supports funders working to end the global HIV pandemic and advance justice, health, and human rights for communities most affected by HIV.

FCAA serves as a trusted hub for HIV philanthropy through research, funder education, donor coordination, convenings, and strategic communications. At a time of major shifts in global health financing, politics, human rights, and public health, FCAA is implementing a 2026-2030 strategic direction focused on helping philanthropy respond to urgent disruption, strengthen the core infrastructure of the field, and shape the future of HIV philanthropy.

FCAA is a small, fully remote organization with a team of approximately five staff, supported by a virtual executive assistant and external consultants for bookkeeping, communications, and other specialized functions. For the right candidate, this is an opportunity to strengthen the behind-the-scenes systems that make field-facing work possible. We are looking for someone who sees finance, administration, compliance, and operations not as back-office functions, but as essential infrastructure for a lean, values-driven organization working at the intersection of HIV, philanthropy, health, and human rights.

Position Summary

FCAA seeks a highly organized, detail-oriented, and systems-minded Manager/Director of Finance and Administration to strengthen the internal operations of a small but influential global philanthropy-serving organization. The final title will be determined based on the selected candidate’s experience and qualifications.

This position will manage and improve FCAA’s core financial, administrative, HR, governance, vendor, technology and compliance systems. The role will also support the operational side of membership renewals, grants management, donor stewardship logistics, report releases, and major convenings.

FCAA is in a period of transition and system-building. The person in this role will help modernize and document core administrative practices, strengthen financial and people operations, and ensure the organization has reliable systems for its next phase of work.

The ideal candidate is a practical problem-solver who enjoys making small organizations work better. They are comfortable with budgets, deadlines, systems, vendors, board materials, payroll processes, and confidential information. They bring strong follow-through, sound judgment, clear communications, and a commitment to supporting a collaborative remote team. 

This role requires comfort working independently in a remote environment, communicating clearly across time zones, and keeping work moving when the Executive Director and other team members are not always online at the same time.

Key Responsibilities

Finance and Administration

• Coordinate FCAA’s financial administration in partnership with the Executive Director, board treasurer, and contract bookkeeper, including budgeting, financial reporting, cash flow monitoring, grant tracking, and revenue projections.
• Manage core finance processes, including invoices, payables, credit card documentation, reimbursements, vendor payments, international payments, and revenue/payment follow-up.
• Coordinate audit, tax, insurance, banking, compliance, and internal control processes with external vendors and advisors.
• Maintain accurate finance, grants, compliance, and organizational calendars.

Human Resources, Payroll, and People Operations

• Serve as FCAA’s primary administrative liaison with ADP for payroll, payroll records, tax documentation, expense reimbursements, and related employee payment processes.
• Liaise with FCAA’s employer of record in Germany to support payroll, benefits, and related administrative needs.
• Coordinate benefits administration, personnel records, onboarding, offboarding, leave tracking, performance review timelines, hiring logistics and HR compliance.
• Maintain HR policies, employee handbook materials, and staff procedures in partnership with the Executive Director and external advisors.

Organizational Systems, Compliance, and Technology

• Manage FCAA’s administrative systems, records, files, subscriptions, internal workflows, organizational calendars, and recurring operations processes.
• Strengthen and maintain systems for document management, records retention, project tracking, technology access, vendor coordination, and internal communications.
• Lead internal processes to develop, maintain, and implement key organizational policies, procedures, and practices.
• Manage IT vendor to coordinate IT support, technology access, software systems, Salesforce CRM management, and AI and cybersecurity practices.

Board and Governance Support

• Support board and committee meeting logistics, scheduling, materials, minutes, resolutions, records, and follow-up.
• Maintain board rosters, committee lists, governance documents, policies, terms, and compliance records.
• Coordinate with the Executive Director and board leadership to ensure board materials are timely, accurate, and well organized.
• Support Treasurer and finance-related governance processes, including preparation and routing of financial materials.

Grants, Membership, and Donor Administration

• Maintain grant calendars, proposal and reporting deadlines, funder records, award documents, and compliance requirements.
• Support the Executive Director with proposal and report logistics, budget materials, submission coordination, and funder follow-up.
• Manage the administrative side of membership renewals, including invoices, reminders, payment tracking, member records, renewal follow-up, and Salesforce updates.
• Coordinate logistics for donor/member meetings, briefings, sponsorship fulfillment, stewardship touchpoints, and related follow-up.

Communications, Publications, and Event Operations

• Coordinate with FCAA’s external communications firm, designers, copyeditors, web developers, and other vendors to support timelines and production workflows.
• Manage operational logistics for research report releases, briefs, dashboards, newsletters, website updates, and other public-facing materials.
• Support administrative and logistical needs for webinars, convenings, major events, registration systems, attendee tracking, invoicing, sponsor fulfillment, and post-event follow-up.
• Coordinate basic website updates or work with technical vendors as needed.

Qualifications

Strong candidates will bring many of the following:

• Minimum of 5 years’ experience in nonprofit financial and operations administration.  
• Experience supporting nonprofit budgeting, financial reporting, and internal controls.
• Experience managing human resources, including payroll, benefits, HR records, employee onboarding/offboarding, and coordination with payroll, PEO, or employer-of-record providers.
• Strong project management skills and the ability to manage multiple deadlines, calendars, vendors, and administrative processes at once.
• Excellent written and verbal communication skills, including the ability to communicate clearly in a remote environment.
• Excellent attention to detail and comfort creating clear systems, checklists, documentation, and standard operating procedures.
• High discretion and sound judgment in handling confidential information.
• Comfort working independently across time zones with a small, collaborative team.
• Proof of work eligibility and the ability to travel approximately 2-3 times per year for staff retreats, board meetings, convenings, or other FCAA events. Some travel may be international, so candidates should be eligible and willing to obtain and maintain a valid passport.
• Commitment to FCAA’s mission and to work grounded in equity, human rights, LGBTQ+ justice, racial and gender justice, and community-led responses to HIV.

Preferred Experience

• Experience in a philanthropy-serving organization, membership association, public health organization, HIV organization, or small nonprofit.
• Strong technology skills, including comfort using Salesforce or another CRM, Microsoft 365, accounting/payables systems, payroll/HR platforms, and project management tools.
• Familiarity with HIV, global health, philanthropy, sexual and reproductive health and rights, or human rights movements movements.
• Experience with foundation grants, sponsorships, member dues, or donor/member records.
• Experience supporting an organization through transition, growth, or system-building.
• Experience supporting senior leadership, boards, committees, contractors, consultants, or external stakeholders.
• Experience coordinating external bookkeepers, communications firms, HR vendors, benefits brokers, web vendors, legal advisors, or accounting advisors.

Application Process

To apply, please submit a resume and cover letter via BambooHR. Please no calls about this position. 

Applications will be reviewed on a rolling basis beginning in mid-September. We anticipate conducting interviews in October and November 2026, making an offer by early December, and welcoming the selected candidate in January 2027. Only candidates selected for interviews will be contacted.

Equal Opportunity

FCAA is an equal opportunity employer. We strongly encourages applications from people living with HIV, LGBTQ+ people, transgender and gender-expansive people, people of color, people with disabilities, immigrants, and people with lived experience in communities most affected by HIV. We value diverse perspectives and are committed to building a workplace grounded in equity, respect, accountability, and shared purpose.