About the PREP Academy

The PREP Academy is a community based non-profit organization that inspires and prepares African Nova Scotian students for college and university. We coach students in Grades 10, 11, 12 and continue to provide wraparound supports as they transition and complete college and university. We provide students and parents with access to resources and information, and help them navigate college and university processes. Our culturally informed programs guide students as they plan, prepare and pursue college and university directly after high school.

Position Overview

The PREP Academy is seeking a Finance and Operations Manager to play a key leadership role in managing the organization's financial health, operational efficiencies, and human resources practices. The Finance and Operations Manager will serve as a "right-hand" to the Executive Director, supporting decision-making on financial matters, policy development, and executing our strategic plan. We are seeking an individual who is eager to take initiative, make recommendations for growth and to drive projects forward. The Finance and Operations Manager is a confident and proactive leader who thrives in a forward-facing role and can confidently represent the organization to stakeholders, partners, and funders while driving operational excellence internally. The Finance and Operations Manager has one direct student report, a Finance & Operations Intern and a dotted line to the Fund Development Intern.

Reports to: Executive Director

Salary: $65,000 - $80,000. Salary is commensurate with experience.

Hours: Part-Time or Full-Time (flexible based on candidate availability)

Term: 1-year, with the possibility of extension

Start Date: February 2025

Application Deadline: February 2, 2025, 11:59PM (AST)

Key Responsibilities

Financial Management

• Oversees, manages and monitors program budgets, including financial management and forecasting.
• Ensures financial controls are in place.
• Ensures compliance with legal requirements related to financial management, for example CRA, NS Joint Stocks, etc.
• Manage payroll, employee benefits, taxes, invoices, and donations.
• Ensures monthly, quarterly and annual reporting requirements are met and delivered on time.
• Oversees annual financial statements and audits.
• Manage grant compliance, prepare budgets for proposals, monitor grant deliverables and reporting deadlines.

Operational Leadership

• Manage CRM, telephone, insurance accounts.
• Ensure compliance with organizational policies, legal requirements, government regulations and funding requirements.
• Manage the organization's general email and online contact us form.
• Document core operational and administrative processes to ensure consistency, efficiency and scalability.
• Oversee maintenance and storage of admin and legal files.
• Oversee the maintenance and functionality of the office space, coordinate with landlords and property management.

Human Resource Management

• Oversee the day-to-day transactional HR functions, including; recruitment, onboarding and training for staff and interns.
• Supervise and mentor student interns, apply for student funding, ensuring they have meaningful roles and a positive learning experience.
• Collaborate with hiring managers to create job postings, conduct reference checks and create interview guides.
• Administer and manage the HRIS System (WagePoint) to ensure accuracy, generate reports and handle HR Operations.

Board Liaison

• Oversees administrative support to the Board of Directors and Board
• Committees, such as preparing Board packages, coordinating meetings, recording discussions and minute taking.
• Prepare financial reports for the Finance Committee and Board of Directors.
• Supports the Executive Director, Board and staff in implementing the strategic plan.
• Assists the Board in its governance role by preparing draft policies, and other related matters.
• Supports the onboarding process for new directors.

Other duties as assigned.

Education and Experience

• Undergraduate degree or diploma in a related field, preferably in accounting or a business field.
• 2-4 years of day-to-day finance experience.
• Leadership and/or management experience.
• Experience using financial reports and data to make strategic decisions, plan for future programs, and evaluate the effectiveness of current initiatives.
• Proven experience in optimizing processes and improving systems, with a commitment to operational excellence.

Ideal Candidate is Someone Who

• Has strong knowledge of financial management systems and operational software (e.g., Quickbooks, DEXT, CRM's)
• Is skilled in budgeting, financial reporting and managing organizational resources.
• Experience managing vendor relationships, IT systems, or office operations.
• Able to align day-to-day tasks with the organization's mission and long-term goals.
• Comfortable working in a small team and building relationships across departments.
• Excellent verbal and written communication skills to effectively engage with internal and external stakeholders.
• Confidence in presenting financial and operational reports to senior leaders and boards.

Benefits

The PREP Academy supports a healthy work-life balance. We offer health and dental benefits, life insurance, educational assistance, an annual professiona development allowance, an annual employee scholarship program, 3 weeks paid vacation to start, free parking, paid mileage, casual dress, flexibility and December holiday shutdown. Employment is subject to a successful clearance of a vulnerable sector search.

Statement of Intention: We are dedicated to empowering and uplifting Black youth in education through our programs, initiatives, and advocacy. While our mission focuses on serving Black students and addressing systemic inequities in education, our team reflects a commitment to diversity, equity, and inclusion across all identities. We welcome and encourage applications from individuals of all backgrounds. Candidates do not need to identify as Black but must demonstrate a deep understanding of and respect for the lived experiences, cultural backgrounds, and unique challenges faced by the students and communities we serve.

We thank all applicants, however only candidates selected for an interview will be contacted. Employment is subject to a successful clearance of a vulnerable sector check.