Controller (Part-time)
May 2021

About the National Stem Cell Foundation

The National Stem Cell Foundation (NSCF), based in Louisville, Kentucky, is a national nonprofit organization that focuses on research, advocacy and education. The organization funds adult stem cell and regenerative medicine research, connects children with limited resources to clinical trials for rare diseases, and underwrites a professional development program for middle school science teachers inspiring the next generation of STEM (science, technology, engineering and math) pioneers nationwide.

Job Description

NSCF seeks a collaborative, self-motivated, seasoned and detail-oriented individual to serve as this growing organization’s Controller.   Reporting to the Chief Executive Officer and the Chief Financial Officer, the Controller will be a part-time employee or contractor who works approximately 8-15 hours a week to lead and execute all aspects of the organization’s financial affairs, including cash management, accounts payable, grants administration, payroll, budgeting, investment management, staffing the Finance Committee of the Board, year-end closing, liaison with auditors and tax preparer and management of program related investments.   The successful candidate will have demonstrated the ability to interact in a highly professional and entrepreneurial environment to manage NCSF’s complex and multi-faceted financial management needs.

Specific Job Duties Include:

General Ledger – Using the QuickBooks platform, manage the accuracy and productivity of day-to-day activities of accounts payable, cash disbursements, invoicing, collections, payroll, program related assets, fixed asset records, and functional accounting.  Reconcile donations in QuickBooks to the donor database, Little Green Light.

Cash Management – Ensure cash from appropriate sources is on hand to meet short term and long-term needs.  Facilitate and document deposits and transfers.  Prepare monthly cash account reconciliations and follow up on outstanding transactions.

Accounts Payable Processing – Prepare checks for bill payment, scan documentation, maintain paper and electronic files, secure signatures and mail payments.  Ensure W-9s are on file for all payees.   Prepare and file 1099 and 1096 forms.

Grants Management – Maintain appropriate documentation of grants made by NSCF.  Record expenses and payables in QuickBooks.  Keep calendar of grants payable to recipients with appropriate due dates and monitor details.  Ensure that grant contracts, extensions or letters of intent have been created for all grants.

Payroll-Manage bi-weekly payroll process through PayChex submitting changes as needed and follow up on errors or unexpected variances.  Maintain payroll related forms for all employees including I-9s, W-4s and appropriate state withholding forms.  Ensure accurate W-2s are prepared by the Payroll processor.

Investments-Provide monthly reports on investment accounts including unrealized losses and gains, interest and dividend income and management and other fees.  Provide regular cash flow estimates that could influence asset allocation of the investment portfolio and work with the investment managers to adjust as necessary.

Budgeting-Work with CEO, CFO and CAO to prepare annual budget for presentation to the Board.   Address variances to the budget in the monthly financial reporting process.

Reporting-Provide monthly financial statements and analysis to management.  Act as staff liaison to Finance Committee of the Board which includes preparation of agendas, creation of minutes and preparation of relevant materials for their action. Track functional expenses for both the audit and the tax return and act as liaison with external auditors.  Provide schedules for tax return preparation and review the return in advance of presentation to the Board.

Program Related Assets-Track program-related assets of NSCF by location and by line item for facility storage.

Liaison with External Auditors and Tax Preparer-Interface with the external auditors during the annual audit providing documentation as needed to complete both the annual audited financial statements and the tax return and ensure their accuracy prior to presentation to the Board.

Qualifications and experience needed include:

  • A Bachelor’s Degree in accounting and at least five years’ experience in progressively responsible accounting positions in a non-profit organization or entrepreneurial business. CPA preferred.
  • Proficiency in QuickBooks, payroll processing and Microsoft Office products.
  • Demonstrated ability to master the broad range of financial competencies that the Controller must execute.  Preferred experience in a business or organization that operates multiple lines of business and manages inventory.
  • Demonstrated ability to execute job duties independently and work collaboratively with staff and constituents in a busy, high-energy work environment.
  • A mature, self-motivated individual who can work autonomously or collaboratively as needed and adds value to the team’s work products.
  • An individual who demonstrates a caring and passionate attitude about the mission of NSCF.

Click here to submit a resumé and cover letter via email.