Fiscal Functions:

• Work collaboratively with the Institute’s outside accounting firm to ensure routine fiscal functions:

• Prepare bi-weekly payroll and accounts payable processing

• Collect and process weekly timesheets and update employee personal time off balances

• Properly administer, record, and process accounts receivable

• Work collaboratively with accounting firm and corporate insurance representatives to renew and maintain annual corporate insurance coverages and fulfill annual Worker’s Compensation audit

• Work with accounting firm and auditors to prepare for annual financial audit

• Work with project directors and principal investigators to develop contracts and subcontracts with ICR contracting partners; retain, monitor, and renew all project contracts and subcontracts as needed to meet annual or other renewal deadlines; maintain contact with contractors and subcontractors to insure proper communication of contract requirements, implementation, and resolution of problem areas

• Work collaboratively with accounting firm, Executive Director and Project Directors in the development of contract/subcontract budgets, and work with project officers to monitor monthly labor allocations and spend downs on grants and contracts and to ensure financial and project reporting compliance with funders

Human Resources Functions:

The candidate will have access to external HR Consultants to perform the following HR functions:

• Work with benefit Consultants/Brokers to renew and administer health, dental and short-term disability plans; assist employees with enrollment, termination and status changes and/or benefit claims

• Work with accounting firm and Mutual of America to ensure proper enrollment, administration and payment of employee retirement, life insurance, and long-term disability benefits; ensure all eligible employees are enrolled or have opted out of ICR’s retirement plan

• Assist Executive Director and Project Directors with advertising open ICR positions at the CT Dept. of Labor and diverse other appropriate venues; assist with management of applicant documents and interviewing and recruitment of new employees

• Onboard new employees: complete new hire paperwork (tax forms, I-9 forms, confidentiality assurances, emergency contact forms, benefit enrollment paperwork, etc.), conduct E-Verify and background checks, and arrange for IT resources and keys and other AV resources as necessary; confirm new employee receipt of letter of hire and ICR digital filing of letter of hire

• Work with employees as needed to determine if eligible for CT FMLA, short-term disability, or Workers Comp, and monitor claims and status

• Offboard terminating employees: collect all ICR property and keys, terminate employees out of all benefit/ payroll systems; confirm employee receipt and ICR digital filing of letter of termination and/or ICR receipt and digital filing of employee’s letter of resignation

• Respond to unemployment and/or Department of Labor requests or surveys

Routine Office Operations:

• Respond to general voicemail messages, mail and other inquires; re-direct messages as appropriate

• Oversee preparation of ICR in-person and virtual meetings including scheduling, invitations, reminders, room preparation (if needed), and taking of meeting notes

• Oversee and maintain office equipment including printers, phones, laminator, recorders, etc.; keep inventory of hardware and software assets

• Procure office supplies and equipment, conduct regular inventory, keep office storage space in good order

• Implement office safety policies and adherence to procedures

• Oversee and coordinate secure digitization and cloud filing of office personnel, fiscal, and other necessary records; organize office physical space and files following document retention procedures

• Act as the point person for IT and telecommunications contractors for ICR; direct and oversee contracted IT staff to ensure appropriate maintenance and ongoing development of IT infrastructure

• Oversee staff adherence to all computer and IT security protocols as directed by IT/telecommunications contractors and ICR policies

• Oversee facilities management working with Property Manager and landlord; respond to breach/malfunction of facilities and serve as contact person for ICR in emergencies (fire, burglary, etc.)

• Ensure annual reports/documents are prepared, e.g., OSHA Injury Log, etc.

• Assist with other office administrative needs as necessary

Development Functions:

• Work with the Executive Director, Director of Administration, and other ICR staff in the development and implementation of fund raising strategies for the organization, including identification of grant and contract opportunities, fund raising events, or other efforts to procure funding for ICR’s mission-driven efforts

• Provide administrative support for grant submissions, including filling out administrative sections of online grant forms and compiling needed attachments such as organizational documents, etc.

• Retain copies of updated administrative forms for grants, including biographical sketches of key personnel, other support, assurances, institutional resources description, ICR federal tax number, federal indirect cost rate documentation, and non- profit status forms; complete general information forms from outside agencies regarding organizational characteristics and activities

• Identify and notify appropriate development staff of funding opportunities

• Maintain copies of all funded ICR grants; maintain and expand grant and publication database.

Governance/Board of Directors:

• Organize activities of the Board of Directors: schedule meetings, prepare and distribute board meeting materials sufficiently in advance of meetings

• Insure direct communication and confirmation of meeting attendance with each Board member regarding regular and special Board and subcommittee meetings

• Take, distribute and maintain minutes of all Board and Executive Committee meetings

• Type and maintain annual Board resolutions; monitor and assure re-affirmation of resolutions scheduled annually

• Proactive, hands-on strategic thinker comfortable working in partnership with program staff in a diverse office environment

• Keen analytic, organization and problem- solving skills, detail-oriented and able to multi-task

• Fast learner of new and unfamiliar business operation related regulations and policies

• Demonstrated ability to communicate effectively at all levels of the organization and with partners

• Ability to adapt in an ever-changing environment

• Preferably experience in non-profit administration

• Bachelor's degree from a 4-year accredited college or university. OR related 2-year Associate’s degree plus 7 years office administration experience

• Excellent writing and communications skills with strong Information technology literacy skills such as Microsoft Office (Word, Excel, Outlook, Teams etc.)

• Applicants who do not meet the minimum qualifications as stated are encouraged to write justifications how their background and experience have prepared them for the responsibilities of this position