Staff Accountant/ Finance Manager

Job Description

Position Summary

The Staff Accountant / Finance Manager serves as the primary and often sole internal finance professional for a Nonprofit. This role is responsible for all day-to-day accounting operations, financial reporting, budgeting, and audit coordination, supporting a scientific membership organization with meetings, research programs, and volunteer governance. The position requires a high level of autonomy, sound judgment, and the ability to translate financial information for non-financial stakeholders.

Hybrid (In-office Tuesday & Wednesday)

Key Responsibilities

Full-Cycle Accounting & Financial Operations

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• Own the general ledger, including all journal entries, accruals, deferrals, and allocations
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• Perform monthly bank, investment, and credit card reconciliations
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• Manage month-end and year-end close processes
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• Maintain accounting records in accordance with GAAP and nonprofit standards
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Revenue, Membership & Scientific Meetings

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• Record and reconcile revenue from membership dues, annual scientific meetings, workshops, sponsorships, and educational programs
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• Track and manage deferred revenue related to registrations, sponsorships, and subscriptions
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• Reconcile meeting revenue and expenses and prepare post-meeting financial summaries
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Accounts Payable, Receivable & Cash Management

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• Process vendor invoices, contracts, honoraria, stipends, and staff reimbursements
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• Manage accounts receivable, including invoicing, cash receipts, and follow-up
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• Monitor cash flow and maintain short-term cash projections
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Budgeting, Forecasting & Financial Reporting

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• Develop and manage the annual operating budget and meeting-specific budgets
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• Prepare timely financial statements and budget-to-actual reports for leadership and the Board
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• Provide financial insights and scenario analysis to support operational decisions
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Grants, Awards & Restricted Funds

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• Track restricted funds, research grants, fellowships, and awards
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• Ensure expenditures comply with grant and donor requirements
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• Prepare financial reports for funders and program leadership
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Audit, Tax & Compliance

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• Serve as the primary liaison to external auditors, tax preparers, and financial advisors
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• Prepare audit schedules and support Form 990 preparation
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• Maintain internal controls and ensure compliance with applicable regulations and policies
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Systems, Controls & Process Improvement

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• Administer accounting and financial systems; coordinate with association management systems (AMS) as needed
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• Develop, document, and improve financial policies and procedures
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• Identify efficiencies appropriate for a small, resource-constrained organization
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Collaboration & Governance Support

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• Partner closely with the Executive Director on financial planning and strategy
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• Support Board and committee financial reporting and presentations
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• Serve as a trusted financial resource to staff and volunteer leaders
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Other Duties

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• Support special projects and organizational initiatives as needed
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• Perform other duties consistent with the scope of the role
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Qualifications

Required

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• Bachelor’s degree in Accounting, Finance, or related field
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• 5+ years of progressive accounting experience; nonprofit or association experience required
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• Strong knowledge of GAAP, nonprofit accounting, and internal controls
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• Demonstrated ability to independently manage a full finance function
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• Advanced proficiency in Excel and accounting software
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Preferred

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• Experience with scientific or medical associations
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• Familiarity with AMS and accounting platforms
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• (e.g., Sage Intacct, NetSuite, Blackbaud, Personify, iMIS, QuickBooks)
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• Experience supporting audits, Form 990, and board-level reporting
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