JOB RESPONSIBILITIES
Reporting directly to the Executive Director, the Finance and Administration Manager will be responsible for managing key aspects of the Institute’s financial, administrative, human resources, and operational systems, with support from external consultants and contractors. Specific responsibilities include:
Finance (Approximately 50%)
In partnership with the Executive Director and accounting firm, update and maintaim systems for managing the Institute’s financial records, cash flow, internal budgeting, and financial forecasts
Serve as the main point of contact for the Institute’s accounting firm, payroll contractors, insurance brokers, and other administrative and financial vendors; set up systems and practices to support regular communication and provide needed documentation (bank statements, credit card statements, copies of invoices, etc.)
Work with the Executive Director and external accountants to ensure that the Institute’s policies and practices are in compliance with the IRS, as well as relevant laws, regulations, and good practices for 501(c)(3) organizations (e.g. manage annual 990 preparation and filing, filing of taxes, renewal of charitable solicitation license and nonprofit registration; ensure that required insurances are up to date, etc.)
Track internal spending and establish budget guidelines in needed areas
Process all invoices and ensure that contractors and other vendors are paid in a timely manner; log and deposit donations and other income; maintain online accounts
Manage reimbursement process for staff expenses and internal processes for staff payroll (completion and delivery of time logs, keeping track of PTO, etc.) with support from payroll contractors
Work with auditors and Executive Director to complete financial audits if requested by funders
Human Resources (Approximately 25%)
Manage staff benefits; liaise with insurance brokers to address staff questions and communicate changes in employee status
Support hiring and onboarding of new staff, including tax form completion, insurance enrollment, setting up payroll, etc.
Update and maintain the Institute’s employee manual
Prepare and administer all contracts, agreements, and related documents for staff, vendors, consultants, contractors, fellows, and interns
With support from specialized consultants, explore how to strengthen human resource policies and practices
Administrative and Operational Support (Approximately 25%)
Oversee office management, including maintaining organizational, administrative, and financial files, purchasing office equipment and supplies, and liaising with landlord, building management, and any maintenance contractors as needed
Provide support for board and staff meetings, including logistics and materials
Provide support for individual donor fundraising efforts, including direct mail campaigns and donor acknowledgment
Manage the Institute’s database system, including updating donor and other contact records, troubleshooting, and maintenance
We recognize that the responsibilities laid out above represent a broad range of functions. We are seeking a candidate who has training and/or practical experience in at least one of the areas outlined above (financial management, human resources, and administration/operations), and an interest in growing their skills and capacities in the remaining areas. To that end, the Institute is committed to providing the training and support needed to ensure that the candidate is able to build the skills and capacities necessary to succeed in their role. Additionally, a variety of consultants and contractors already support key financial and administrative functions for the Institute, and the Finance and Administration Manager would have a budget for additional consultants to manage other areas of work.
Specifically, we are seeking candidates with the following profile:
Commitment to the Institute’s social justice mission and values, including a belief in the progressive power and potential of the U.S. South
Experience or familiarity with general nonprofit management and human resources
Highly organized and reliable with strong attention to detail
Willingness to grow and build skills in new areas
Willingness to be part of a small, flexible team, to work in partnership with others, and to develop and maintain systems and solutions to fill gaps and address challenges
Able to take initiative, juggle multiple tasks and work independently
Strong communication skills
Please note: The person in this role will be interacting with colleagues, partners, and consultants in person at the ISS office, so to minimize risk, we are asking that candidates show proof of being fully vaccinated against COVID-19 upon commencing employment. Reasonable accommodations will be considered on a case-by-case basis for exemptions to this requirement in accordance with applicable laws.
Studies show that Black, Indigenous, and other people of color, women, and LGBTQI+ people are less likely to apply for positions for which they do not meet all requirements. We encourage all those who meet at least some of the requirements above to apply!
The Institute for Southern Studies aims to be an anti-racist organization committed to gender equity and building a diverse, equitable, and inclusive staff team. We strongly encourage applicants who are people of color, LGBTQ, women, trans, nonbinary, and gender non-conforming people, people with disabilities, and/or returning citizens (formerly incarcerated people).