Director of Finance & Administration

Are you a detail-oriented person who likes working with numbers? Would you like to join a collaborative team that is committed to advancing the vitality of Indianapolis and the well-being of its people? The Richard M. Fairbanks Foundation is dedicated to addressing the city’s most significant challenges and opportunities across three focus areas: Education, Health and the Vitality of Indianapolis. Position Overview The Director of Finance & Administration is responsible for leading the accuracy, timeliness, and completeness of the Foundation’s financial and investment records, financial and compliance reporting, and vendor and grant payments; overseeing payroll and benefits processes; and helping support general office administration. The position reports to the Chief Financial Officer but will also support the Chief Operating Officer and the President and CEO in Human Resources management. The Richard M. Fairbanks Foundation is a hybrid work environment and offers a generous benefits package, including competitive paid time off, a fully funded Health Savings Account, and a 401k match. The annual salary for this position is $90,000 to $105,000, depending upon prior experience and qualifications. Please submit a resume and cover letter if you are interested in joining our team. Principal Duties and Responsibilities Financial Lead the development and maintenance of a strong internal control environment and provide recommendations to improve processes and procedures. Perform accounting related to investments, including reviewing and reconciling reports from investment managers and custodians, recording investment activity, allocating earnings and expenses, and preparing monthly entries. Track all cash flow activity in money market account including capital calls, distributions, additions, and redemptions from investments. Build investment fund records and record all investment activity and monthly account balances in Foundation’s investment management system. Perform tasks related to maintaining the integrity of the database. Prepare and submit schedules to the Foundation’s external CPA firm for the annual Form 990-PF and other required tax filings, as well as maintain and track all K-1s. Ensure timely reconciliation of all general ledger accounts (including bank accounts, investment accounts, grants expense, and grants payable). Lead the preparation of monthly and annual financial statements and associated schedules for the Foundation. Oversee the Foundation’s operating and grant budget and support long‑range financial planning. Oversee the completion and submission of required investment documents. Maintain all necessary documentation to support balance sheet and income statement account balances and provide any associated schedules for the annual audit. Process accounts payable invoices and grant payments, monitor cash balances, and prepare ACH payments or bank‑issued checks. Prepare journal entries. Draft Audit and Investment Committee minutes. Maintain digital records related to accounting, tax, and investment transactions. Payroll and Benefits Administration Serve as the primary liaison with the outsourced payroll provider, ensuring new employees are added, compensation changes are processed, and PTO is tracked properly. Oversee the bi‑monthly payroll process in conjunction with the outsourced payroll provider, including reviewing each payroll for completeness and accuracy and submitting contributions to the 401(k) provider. Oversee the employee benefits administration, maintaining accurate covered persons on benefit plans, and explaining the Foundation’s benefit offerings. Assist in the onboarding/offboarding of Foundation employees. Assist outsourced providers in maintaining benefit plan program compliance, insuring required plan reports and benefit plan payments are submitted properly. Other duties as assigned. Administrative Lead the development, implementation and adoption of office policies and procedures, with an eye for continuous improvement. Assist in the administration of the Foundation’s IT enterprise applications, including Microsoft 365, Dynamics 365, Dynamo (investment software), Foxit (PDF generation), Fyle (expense management), 1Password, Diligent (Board portal) and Nordlayer (VPN). Assist with the storage and management of Foundation records in Microsoft SharePoint, including maintaining the storage organizational structure and file naming conventions. Coordinate with the Executive Assistant to manage office supply inventory and place orders as needed. Oversee the Foundation’s corporate credit card program, including issuing new cards and ensuring that receipts are provided to support expenses. Manage relationships with Foundation vendors, e.g., building maintenance, office furniture, equipment and supplies, technology/phones, and security. Support all other administrative duties in the office. Qualifications Undergraduate degree in Business, Accounting or Finance. Minimum of eight years of directly related accounting, finance, or business administration experience. Requires an in-depth knowledge of general accounting principles, reconciliations, internal controls, and documentation techniques using a computerized accounting system. Experience with computerized accounting systems, including report writers. Must have the ability to manage, analyze, and summarize large amounts of data. Strong Excel and Word skills are required. Strong oral and written communication skills and excellent attention to detail. Strong organizational, project management, and leadership skills. Demonstrated ability to work collaboratively within and across departments and to build strong working relationships with internal and external stakeholders. Self‑starter with sound judgment and the ability to work independently with minimal supervision. Ability to accurately manage multiple projects and deadlines simultaneously. The Foundation provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran status, disability, or genetics, or any other classification protected by federal, state or local law. #J-18808-Ljbffr Indyhunger