Finance and Operations Coordinator

March 26, 2025

SHE-CAN (Supporting Her Education Changes A Nation) is seeking a full-time Finance and Operations Coordinator to join our growing team in Mill Valley. Reporting to the Finance Manager, the Finance and Operations Coordinator’s responsibilities include support of the Finance Department and operational support to the organization. 

About SHE-CAN

SHE-CAN is a global non-profit organization that builds female global leadership in post-conflict countries. We help passionate young leaders win scholarships to U.S. colleges and universities, provide leadership training, and pair them with U.S. mentor teams who help them thrive in college and launch change-agent careers at home. To date, we have helped 133 young women from Rwanda, Cambodia, Liberia, and Guatemala win $40M+ in full scholarships at top U.S. colleges. 

When fully staffed, the organization has 15 full-time employees and four in-country Coordinators. There are seven members of the Board of Directors. SHE-CAN’s annual gala raised more than $1.3M last year. SHE-CAN has 600 mentors and more than 100 volunteers across the U.S. SHE-CAN has established formal relationships with 12 top U.S. colleges that provide full-ride scholarships for our scholars. For more details, visit our website at www.shecan.global.

The Finance and Operations Coordinator will be responsible for managing the day-to-day financial and operations administrative tasks. 

Donations Processing

The Finance Coordinator is responsible for processing all donations as they come in. This includes:

• Receiving and entering checks into the monthly Check Log & Opportunity Loader

• Scanning all checks and grant letters to upload into Dropbox 

• Mobile upload all checks to the bank 

• Checking all donation websites (Flipcause, Benevity, Cybergrants, etc.)  at least twice per week and entering them into the monthly Opportunity Loader file 

• Checking QuickBooks for any incoming donations to our bank accounts, PayPal or Venmo and entering them into the Opportunity Loader 

• Uploading all donations to Salesforce & Quickbooks on a weekly basis

• Emailing tax letters and/or gift receipts to donors on a weekly basis 

• Address thank you cards for Development Coordinator to write 

• Maintaining/updating Salesforce records as needed 

Donor Communications & Donation Reminders 

The Finance Coordinator is responsible for communication with mentors & donors about their contributions. This includes sending out periodic donation reminders to mentors and annual pledged donors. 

• Answer any questions or provide assistance to donors about their donations 

• Maintain a friendly relationship with mentors and donors 

• Quarterly Mentor Donation Reminders 

• Compile data on all current mentors’ annual pledge status 

• Create individual PDF donation reminders for each mentor still owing

• Prepare YAMM for Finance Manager to send 

• Annual Pledged Donor Reminders 

• Track all annual pledged donations 

• Send an annual reminder in advance of anticipated receipt 

• Work with Development Coordinator on email communications 

Accounts Payable & Administrative Tasks 

The Finance Coordinator is responsible for making sure invoices are ready to be paid and are done so on time. This also includes Expensify reports for staff reimbursements  

• Receive and track invoices from vendors or contractors

• Ensure proper staff approval on all invoices over $500

• Upload invoices into Quickbooks with proper backup for payment

• Alert Finance Manager to any upcoming payments on a weekly basis 

• Maintain communication with vendors regarding the status of their payments 

• Review and approve staff Expensify reimbursements reports & export into Quickbooks for payment 

• Issuing scholar reimbursements via Venmo or PayPal 

Operations: 

Oversee technology platforms, purchasing and expenses for the office, vendor contracts, office handbook, server organization, compliance with industry-standard HR policies, and contracts and government oversight documents. Work with the CFO to manage QSEHRA health care reimbursement. Conduct onboarding and offboarding of employees as necessary.

Organizational Support:

• Document and Presentation Preparation: Create, edit, and prepare documents and presentations for internal and external meetings. This includes reports, speeches, and board meeting materials.

• Expense Management: Process expense reports and monthly expense tracking for CEO and CPO.

• Meeting Preparation and Follow-up: Prepare meeting agendas, provide necessary background information, ensure follow-up on action items, including sending reminders to CEO.

• Oversee Office Facility: Check the mail, order office supplies, and order office supplies

• Project Management: Oversee and manage projects or initiatives as requested by the CEO and CPO, ensuring progress and coordinating with relevant stakeholders.

• Process Improvement: Help identify areas for operational improvements and assist in implementing new systems or processes to enhance efficiency.

• General Support: In this role, you will work with all departments and provide key support during busy periods. For example, you may help the Program team review scholar applications, or assist the Community Building team in hosting events. You may also be tasked with providing information about potential grants, donors, and coordinating interdepartmental meetings.

• Other support as requested by the CEO or Finance Manager.

Qualifications 

• Minimum of 3+ years relevant work experience.

• Excellent written and verbal skills. 

• Skilled planner and able to juggle multiple tasks. 

• Detail oriented.

• Team Player: Collaborative, resourceful, adaptable, willing to go above and beyond to support the entire team. 

• Tech Proficient: With essential tech skills, Salesforce or other CRM expertise is ideal. 

Benefits and Compensation 

• Hours: This is a full time exempt position: in general, hours are Monday-Friday, 9:30-5:30. Remote work is optional on Monday and Friday unless requested otherwise by the CEO; Tuesday-Thursday are in-person at our Mill Valley office. 

• Onsite: Candidates must live in the San Francisco Bay Area within a reasonable commute time of our office. The in-person aspect of this job is non-negotiable. This position will require minimal evenings and weekend work. 

• Compensation: $68-78K annually commensurate with experience.

• Benefits: Our benefits package includes free parking, 15 days of annual paid time off, flexible days and recovery days after significant events to ensure employees return fully recharged. We offer Qualified Small Employer Health Reimbursement Arrangement (QSEHRA) where SHE-CAN provides a monthly healthcare tax-free reimbursement of $200 and an IRA savings plan through Icon Savings Plan. Additionally, employees receive a $50/month phone stipend, along with access to professional development opportunities to support their growth and career advancement.