The Financial & Research Support Officer is expected to be an active partner for the Director, Board of Directors, Finance Committee, and staff, ultimately ensuring efficient and strategic management and execution of the Institute’s financial, grants, human resources and administrative functions. The Financial & Research Support Officer will work closely with the new Director, Development Director, staff and board to lead the Institute through this critical, transformational time in its history.
- Execution and/or oversight of all accounting functions, according to GAAP, FASB, federal accounting standards, and OMB circulars A-110, A-122, and A-133: accounts payable and receivable, general ledger, chart of accounts, designated and restricted fund accounting, payroll, fixed assets (including depreciable and non-depreciable inventory), banking and investment tracking, cash management, month close, and accounting policies and procedures management
- Grants management: as signing official, assist research and fundraising staffs with proposal and budget preparation according to funder guidelines; expense tracking and reporting, internal and external, including time tracking according to Institute policy; ensure all granted funds are disbursed and receipted in accordance with all sponsor policies; with applicable staff, prepare progress and final reports for agencies and funders; draw down cash and/or invoice funders, as determined by grant agreement; ensure compliance with all applicable laws and agency policies, particularly Department of Health and Human Services and National Institutes of Health guidelines
- Budget management: lead annual budgeting process with Director and finance committee; with applicable staff, build and maintain zero-base budget, updating projections monthly for latest developments and highlighting areas of potential savings/overage
- Board meetings and collaboration: attend board meetings and act as key financial advisor to the board and Director
- Audit and reporting: all internal and external financial statements, including board reports, audited financial statements, agency and funder reports; lead annual audit process
- Business filings: preparation and/or coordination of all required business filings, including 990, state registrations, ERISA, etc.
- Policy compliance: enforcement and management of various research and human resource policies, reviewing/updating for current regulations and best practices, and acting as resource for applicable staff on compliance questions and issues
- Accounting, legal and insurance: maintain relationships with auditors, bankers, investment managers, brokers and lawyers, as appropriate; oversee bid process at time of auditor selection; oversee annual liability renewal and draw brokers’ attention to potential exposures
- Indirect cost rate negotiation: prepare annual indirect cost rate proposal for submission to Department of Health & Human Services
- Receipts and disbursements: oversee or execute purchasing and payment processes; with fundraising staff, receive donations, ensuring restrictions are properly recognized; reconcile gift ledger to fundraising software monthly; ensure payment and receipt controls are followed and updated as necessary
- Direct supervision of one part-time finance/administrative staff member and broader collaboration and coordination with all Institute departments and staff
Human resources responsibilities
- Benefits administration: primary point of contact and administrator for all Institute benefit plans, including health and dental, paid time off, 403(b) retirement plan, health reimbursement arrangement, and flexible savings accounts
- Employee handbook and policies: responsible for enforcement, review and updating of all company policies, maintaining compliance with current state and federal regulations
- Conflict resolution/disciplinary action: with Director, applicable supervisors and consultants, work to address and resolve interpersonal conflicts, employee grievances and policy infractions in compliance with employment laws and MRI policies
- Performance reviews: coordinate annual review process, including merit increase calculations/budget
- Staff meetings/communications: with Director, establish reasonable schedule for company meetings and distribution of information; facilitate Institute-wide communications and foster environment of dialogue and collaboration
- Facilities: work with Maintenance Supervisor and other staff to guarantee well-functioning building and equipment; maintain service contracts for building systems and equipment, including purchasing/quote process, as appropriate
- Information technology: oversight and coordination of overall IT infrastructure, drawing on outside consultants as needed
Qualifications, skills and attributes
- Degree in Accounting, Finance or Management (CPA or comparable certification preferred), or an equivalent combination of education and experience
- 5+ years of experience in a senior financial and/or grants management role, preferably in college/university or independent nonprofit environment
- Human resources experience, including benefits administration and personnel management
- Mid-level competence with information technology, including troubleshooting/issue research, program management, and basic network administration
- Strong interpersonal skills and ability to work with all staff levels, board and vendors
- Clear, direct communication and strong writing skills
- Ability to clearly communicate complex accounting information and concepts
- Maximum adaptability to changes in priorities and assignments and ability to manage distractions
NOTE: The statements contained herein reflect general details as necessary to describe the principal functions of this position, the level of knowledge, skills and abilities typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned to facilitate the efficient operation of the Institute.
McLaughlin Research Institute is an Equal Opportunity Employer.