Operations and Compliance Manager

AMPT•Chicago, IL

2d•Hybrid

About The Position

The Operations and Compliance Manager serves as AMPT’s internal operations and compliance backbone, strengthening the systems, financial practices, vendor coordination, and workflows that support clarity, accountability, and care. This is a manager-level individual contributor role with no current supervisory responsibilities. It requires strong judgment, discretion, cross-functional coordination, and ownership of internal systems, including work with sensitive financial and personnel-adjacent information. This role is ideal for someone who thrives in a growing organization, builds practical tools, improves workflows, communicates clearly, and helps teams use systems consistently over time.

Requirements

Relevant experience in operations, compliance, financial administration, or administrative systems work, ideally in a nonprofit or mission-driven setting.
Demonstrated project management skills: tracking deadlines, coordinating stakeholders, and moving work to completion.
Experience with compliance and regulatory deadline management, such as 501(c)(3) filings, charitable registrations, audit preparation, insurance renewals, or contract tracking.
Experience with operational finance: account reconciliation, budget tracking, invoice review, or coordination with an external accountant.
Experience creating or improving processes, SOPs, templates, tools, or documentation.
Experience training or supporting others in adopting new tools, systems, or processes.
Strong proficiency with spreadsheets and standard productivity tools (Google Workspace or Microsoft Office).
Clear, direct, and professional written communication skills.
Sound judgment, discretion, and professionalism with sensitive or confidential information.
Ability to create structure and follow through in a growing organization where systems are still developing.

Nice To Haves

3–5 years of experience in nonprofit operations, compliance, financial administration, or administrative systems roles.
Direct experience preparing or submitting nonprofit compliance filings as the responsible owner of the process.
Experience with accounting software such as QuickBooks or a comparable platform.
Familiarity with project management platforms such as Asana, Monday.com, or Smartsheet.
Prior experience building an operations manual, SOP library, or compliance tracking system from scratch.
Background in nonprofit, public sector, philanthropy, education, healthcare, or other mission-driven environments.
Systems thinking: ability to design workflows that reduce confusion and improve follow-through.
Ability to support accountability across teams without formal supervisory authority.
Ability to manage competing priorities across concurrent workstreams.
Comfort learning and supporting operational technology, shared drives, and project management tools.
Ability to distinguish between recommendations, implementation, and decisions requiring leadership approval.

Responsibilities

Reconcile monthly financial reports and maintain financial records to provide leadership with accurate, current budget information.
Review and approve purchase requests and vendor invoices against approved budget line items.
Track bill payment schedules and ensure all organizational financial obligations are met on time.
Coordinate financial reconciliation with the external accountant using the CRM and Keela tagging system.
Prepare monthly financial summaries for the Executive Director and leadership team.
Handle all sensitive financial, compensation-related, and personnel-adjacent information with discretion.
Prepare and submit annual 501(c)(3) compliance filings and state charitable registrations, coordinating with legal counsel or the accountant as needed.
Maintain and renew organizational insurance policies, coordinating with brokers to ensure no coverage lapses.
Support vendor and service agreement compliance by maintaining documentation, tracking contractual obligations and renewal dates, and supporting contract review processes.
Prepare annual financial audit documentation and coordinate with the external auditor.
Maintain a compliance calendar documenting regulatory deadlines and provide leadership with early notice of upcoming requirements.
Maintain records in alignment with applicable retention policies and regulatory requirements.
Build out the operations manual, creating documentation that staff can use independently to understand and follow organizational processes.
Create and update tools, templates, and checklists to standardize workflows and reduce reliance on institutional memory.
Implement new operational processes by drafting procedures, piloting with staff, and refining based on feedback.
Support staff adoption of systems through check-ins, reminders, and documentation reviews.
Maintain digital file systems and shared drives with consistent naming conventions.
Manage organization-wide internal deadlines through a shared calendar and tracking system.
Partner with the program team and relevant staff leads to support operational coordination, documentation, and follow-through across workflows — providing operational infrastructure without taking on program ownership.
Provide organization-wide technology support including platform troubleshooting, access management, and staff assistance.
Train staff on new systems and processes; communicate operational updates and deadlines proactively.
Manage the physical office, supplies, and branded materials through vendor coordination and regular inventory review.
Manage the relationship with Chicago CARES and support day-to-day vendor relationships through communication, purchasing, and invoicing coordination.
Escalate contract-level decisions to leadership and legal counsel as appropriate.