Staff Accountant/ Finance Manager

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

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

Revenue, Membership & Scientific Meetings

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

Accounts Payable, Receivable & Cash Management

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

Budgeting, Forecasting & Financial Reporting

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

Grants, Awards & Restricted Funds

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

Audit, Tax & Compliance

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

Systems, Controls & Process Improvement

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

Collaboration & Governance Support

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

Other Duties

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

Qualifications

Required

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

Preferred

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