Assistant Director of Finance

Job Description

Job Description

POSITION TITLE: Assistant Director of Finance

WHO WE ARE: As a Federation, AIP advances the success of a community of more than 30 independent scientific organizations. They, in turn, support hundreds of thousands of professionals across many scientific and engineering disciplines. AIP creates shared spaces — forums, conversations, connections — where individual action among our Member Organizations becomes collective impact. We want you to become a part of our mission and join our dynamic team!

SUMMARY:   AIP is seeking an experienced, detail-oriented, and collaborative Assistant Director of Finance to support the financial operations of the American Institute of Physics (AIP) and AIP Foundation (AIPF). This is a hands-on accounting and financial management position that prepares and reviews transactions, reconciliations, financial statements, and supporting reports while helping maintain strong internal controls.

Working closely with the Director of Finance, the Assistant Director will bring expertise in: 1) cash and investment management; 2) accounting for donor funds and endowments; 3) data analysis; and 4) grants coordination and report. 

WHAT YOU’LL DO: 

Accounting and Analysis

• Prepare and review journal entries, general ledger activity, account reconciliations, and month-end and year-end closing schedules.
• Investigate variances and resolve discrepancies.
• Maintain accurate records and ensure compliance with generally accepted accounting principles (GAAP) and established internal controls ensuring standard operating procedures (SOPs) are documented and reviewed on a regular basis for accuracy and completeness.

Budgeting and Analysis

• Actively involved in selected areas of the annual budget process.
• Analyze budget-to-actual results, research significant variances, and communicate findings and recommendations.

Endowments and Investments

• Prepare and reconcile endowment, investment, and restricted-fund activity, including contributions, investment results, and distributions.
• Calculate spending releases under approved policies and prepare fund reports for Development, donors, and management.
• Develops an in-depth understanding of the intent and restrictions imposed on donor funds to ensure fund management remains compliant.

Cash Management and Banking

• Prepare and review bank reconciliations; support deposits, cash receipts, ACH, wires, and related accounting.
• Monitor cash balances, investigate banking discrepancies, and assist with cash-flow reporting and controls.
• Responsible for system setup, establishing and maintaining connections with payment gateways and processors, and ongoing monitoring to ensure accurate and efficient payment processing.

Grants and Compliance

• Prepare and review grant-related entries, reconciliations, financial schedules, and reports.
• Monitor grant expenditures against approved budgets and award terms; collaborate with program and grant staff on financial reporting.

Audit, Operations, and Process Improvement

• Prepare audit schedules and respond to auditor inquiries; support Form 990 and other required financial reporting.
• Document procedures, strengthen internal controls, and improve reporting and workflows through systems and technology.

Leadership and Growth

• Work directly with the Director of Finance on increasingly complex financial matters and develop independent judgment and problem-solving skills.
• Progressively assume ownership of selected reporting, cash management, endowment, and operational processes.

WHAT YOU’LL BRING

• Bachelors degree in Accounting required; CPA or advanced degree preferred.
• At least ten years of finance and accounting experience, including hands-on close, reconciliations, and financial reporting.
• Strong knowledge of GAAP; nonprofit accounting, cash and treasury management, restricted funds, endowments, and grant accounting experience required.
• Strong Excel and financial accounting system skills, with demonstrated analytical ability and attention to detail.
• Ability to manage deadlines, independently resolve issues, communicate clearly, and collaborate across departments.

TO APPLY: Include a resume and a cover letter. We encourage you to apply even if your experience does not fully match the position description. At AIP, we embrace considering people from a diversity of backgrounds and career experiences. 

COMPENSATION: $101,981.00 - $112,179.00

WORKING AT AIP: AIP embraces a flexible hybrid work environment to balance in-person collaborative work with remote work. The team works in a flexible, hybrid schedule and reports to our offices in College Park, Maryland and Washington, DC, as needed. Employees are required to reside in the DC Metro regions of Maryland, Virginia, or Washington, DC.

We offer comprehensive benefits, including generous paid time off, medical/dental/vision coverage, an annual retirement contribution of 10% of base pay, tuition assistance, commuter benefits, and more. 

Your colleagues at AIP are welcoming, gracious, and eager to help each other succeed. With our commitment to community service, institute-wide social opportunities, and ongoing learning and development, AIP is a rewarding place to work.

ABOUT AIP: Scientific discovery shapes our lives every day. And AIP empowers the organizations and people that make those discoveries possible.

As a Federation, AIP advances the success of a community of more than 30 independent scientific organizations. They, in turn, support hundreds of thousands of professionals across many scientific and engineering disciplines. AIP creates shared spaces — forums, conversations, connections — where individual action among our Member Organizations becomes collective impact.

As an Institute, AIP preserves the history of discovery so the past can guide the future. We study how research is done, who participates, and what holds people back or propels them to succeed. Our findings inform policy, practice, and decision-making across the physical sciences. We are especially focused on the next generation of physical scientists and committed to ensuring talent from anywhere can thrive in our fields.

Humanity needs science. And science needs people and organizations working together to tackle our planet’s toughest challenges. Together, we can advance science, empower scientists, and ensure discovery continues to shape our lives.

Commitment to Non-Discrimination:  All qualified applicants will receive consideration for employment without regard to disability, status as a protected veteran or any other status protected by applicable federal, state, or local law.

Join our team of energized, charismatic, collaborative, and passionate individuals, and contribute to making a difference in the field of physical sciences!