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Director (or Senior Director) of Finance and Administration
Company: Philanthropy New York
Location: New York, NY
Employment Type: Full Time
Date Posted: 12/02/2021
Expire Date: 02/02/2022
Job Categories: Finance/Economics
Job Description
Director (or Senior Director) of Finance and Administration
Job Title: Director (or Senior Director) of Finance and Administration
Reports To: Chief of Staff
Supervises: Book keeper, Office Manager and HR consultant
Salary: $90 - $99K (Director) $100-$110K (Sr. Dir), depending on experience
Work location: Philanthropy New York is currently operating in a hybrid remote work model. The candidate must be able and willing to work two-three days a week in our Manhattan office starting in 2022. Vaccination is required of all employees and all visitors to the building.


The Director of Finance and Administration is a management role that combines day to day finance responsibilities and organizational operations. In addition to maintaining accurate financial records and ensuring that PNY complies with generally accepted accounting principles and reporting standards, the Director oversees a modest fiscal sponsorship program and restricted grants, and monitors the organizationís investment accounts. The role is responsible for overseeing key operations such as the organizationís facilities, technology, payroll, insurance, benefits and retirement program. The Director provides important leadership to ensure the effective functioning of the Audit and Finance Committees of the board, coordinates the annual budget process, and creates an operational plan that advances PNYís strategic direction and racial equity goals. This is a hands-on position that requires both management and leadership skills as well as day to day operational execution.

Key Responsibilities:

Manages accounts payable and accounts receivable. Tracks and records all monthly expenditures, including petty cash, credit card reconciliation and all vendor payments. Posts interest, dividends, and unrealized gains and losses.
Oversees the proper coding of invoices and tracks and records all pre-paid expenses and depreciation.
Maintains the general ledger, including accounts payable, vendor file, and fixed asset inventory. Posts general journal entries for payroll, pension plan payments, depreciation and prepaid expenses.
Provides ongoing coordination and reconciliation of the organizationís fiscal sponsorship program. Work with fiscal sponsorship projects to ensure receipts, expenses, and revenue are appropriately recorded and reported. Oversee the submission of accurate grant proposals and reports.
Completes the monthly, quarterly and annual close process; ensuring balance sheet entries are reconciled, reviewed, and have appropriate supporting documentation.
Works closely with organizational leadership to prepare annual budgets, cash forecasts, and helps the Audit and Finance Committee to make decisions around the proper use and safeguarding of organizational assets.
Work directly with the organizationís private bank team and investment manager to process all bank wires and account transfers, monitor the organizationís investment account and provide benchmarking for the Finance Committee.
Track all the Restricted and Temporary Restricted Grants. Oversee all project/program and Grants Accounting, ensuring that expenditures are consistently aligned with grant and program budgets throughout the fund period

Audit and Compliance

Ensures that sufficient internal controls and procedures are in place and being followed and comply with generally accepted accounting principles.
Coordinates the organizationís annual audit process with the support of the book keeper and office manager.
Oversee the work of vendors to ensure accurate and timely completion and filing of all tax returns including 990, 990T, 5500s, payroll Taxes 941 and NYS45, Consultantís 1099s, and other state filings.
Ensures that the organization is up to date on all regulatory compliance related to HR, benefits management and labor standards.
Monitor and manage the organizationís insurance and ensure that the organization is appropriately managing risk. Oversee risk management and legal activities, including: business insurance, contracts, leases, and other legal document and agreements.
Working with cybersecurity and IT vendors, mitigate cybersecurity risk.


Work with external HR consultant to oversee the organizationís benefits and employment policies
Support the office manager in managing PNYís phone, IT and other vendors to ensure ongoing maintenance and quality of systems and infrastructure.
Partners with the Council on Foundations to curate an annual salary survey for PNYís membership
Organizational Leadership and Management
Provide management and supervision of PNYís bookkeeper and office manager.
Collaborate with the team to create an annual operations plan for the department and regularly reflect on department learning.
Support the development and implementation of racial equity commitments into annual departmental planning.
Guide the Audit and Finance Committee in making and tracking annual racial equity commitments aligned with their committee work.
Work with volunteer leadership to run the Foundation Financial Managers Group and other professional peer networks across PNYís membership that align with the role.
Regularly utilize PNYís organizational values as a lens for decision making and action.

Performs other related duties as assigned or requested.

Qualifications & Requirements
Qualifications and Experience:

Bachelorís degree in accounting, CPA preferred, and a minimum six (6) years of professional experience and supervision of interns or consultants required for Director-level candidates. Candidates with eight (8)+ years of professional experience and at least two years of supervising full-time staff will be considered for the Senior Director position.
Candidates who have worked in philanthropy, nonprofits and/or membership associations strongly preferred.
Experience managing and reconciling a high volume of receivables.
Demonstrated experience managing day to day accounting and monthly reconciliation of the books.
Budget development, forecasting, reconciliation and audit experience necessary.
Experience managing the financial reporting process for restricted grants a plus.
Experience overseeing payroll, tax deferred retirement programs, employee benefits a plus.
Previous reporting to or support of a board, advisory board or other governance structure a plus.

Skills and Knowledge:

Understanding of structural racism and of the ways that white supremacy culture operates in institutions.
Knowledge of and commitment to personal growth and development on issues of racial equity and diversity and to supporting others in growth around issues of racial equity.
Demonstrated skills in building strong supervisory relationships, including setting expectations, coaching for performance, and giving and receiving feedback.
Fluency in Quickbooks. Knowledge of Salesforce or prior work with a database is a plus.
Proficient in Microsoft systems, e.g., Word, Access, Excel, PowerPoint.
Strong project management, time management and organizational skills required. The ability to manage multiple priorities, take initiative, delegate responsibility, prioritize and ensure the delivery of on-time deliverables is key.
High ethical standards and strong sense of fiduciary duty. The Director will view and possess significant confidential information regarding all aspects of our finances and human resources. High levels of discretion, integrity and judgment are required. As part of the final stage of the process, a candidateís credit report will be reviewed as the position will have access to significant organizational assets.
Contact Information
Company Name: Philanthropy New York
Website: https://philanthropynewyork.org/job...
Company Description:
Philanthropy New York is a trusted community of nearly 300 grantmaking organizations that develops forward-thinking guidance and programming to address the unique challenges of philanthropy and convenes funders to strengthen ties across the sector. We bring together funders from within and across sectors to form networks, develop and share knowledge and nurture crucial skills to make the work of each grantmaker - and the sector as a whole - more meaningful and more effective. For more information, visit www.philanthropynewyork.org Philanthropy New York seeks candidates aligned with our Vision, Mission and Values.
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