Accounting Administrator

VentureWell; Hadley (MA); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

Salary range

403(b) match

Medical, Dental, Vision

Home office stipend

40-hour workweek

20 vacation days

12 holidays

12 wellness days

Job summary

VentureWell in Hadley, MA is seeking an Accounting Administrator to coordinate accounts payable, oversee weekly pay runs, and prepare month-end reports. You will work with the Finance team to ensure accurate documentation and compliance with policies, while maintaining vendor records in NetSuite.

The role emphasizes nonprofit experience, GAAP familiarity, strong Excel skills, and clear communication. It requires attention to detail, ability to manage multiple tasks, and a proactive approach to

Qualifications

• Experience managing medium- to high-volume accounts payable operations in a nonprofit or higher education environment.
• Familiarity with accounts payable fraud prevention, internal controls, and risk management procedures.
• Knowledge of GAAP and accounting best practices.

Responsibilities

• Manages the finance@ email for inquiries and bill delivery; liaises with Finance team.
• Onboards vendors and creates/maintains records in NetSuite.
• Verifies vendor banking information and documents changes per internal controls.
• Processes weekly bills, routes for approvals, and tracks timelines.

Skills

Accounts payable management

Nonprofit sector experience

GAAP knowledge

Excel proficiency

Tools

NetSuite

Concur

Stampli

Salesforce

Sage Intacct

Job description

About The Role:

We are seeking a skilled Accounting Administrator with experience in the nonprofit sector and a solid background in accounts payable coordination. The ideal candidate will be responsible for, but not limited to, organizing and processing weekly pay runs, maintaining finance administrative communications, and preparing month-end reports and reconciliations. You will work closely with stakeholders to ensure accurate documentation and compliance with applicable policies. Strong time management and organization skills, along with a passion for nonprofit work, are essential; knowledge of GAAP is strongly preferred.

Responsibilities:

Accounts Payable (75% of time)

• Manages finance@ email for general inquiries and bill delivery; acts as liaison between inbox and other Finance team members.
• Assists with vendor onboarding and records creation/maintenance in NetSuite accounting software.
• Updates and validates vendor banking information, ensuring changes are appropriately verified and documented in accordance with internal controls and fraud prevention procedures.
• Receives and organizes bills, ensures proper supporting documentation and appropriate approval routing to Budget Holders; manages Budget Holder approvals against weekly payment timeline and follows up as needed.
• Works closely with the Accountant(s) and other Accounting Administrators to coordinate the entering of weekly bills; plans for and communicates shifts to the timeline.
• Aggregates and documents bills approved for payment, sets up bills to be paid in appropriate systems, coordinates closely with Signatories to ensure timely approval of payments, and handles all associated payment issues.
• Enters Purchase Orders in NetSuite, as needed.
• Monitors expenses to ensure they are allowable under the Federal Uniform Guidance and other funder policies.
• Maintains a working knowledge of accounts payable and vendor file best practices and procedures, fraud detection and mitigation, and other up-to-date practices to ensure the safeguarding of VentureWell assets.
• Assists in preparing annual Form 1099 reporting and other AP-related filings, as needed.

Month-End Close/Other (25% of time)

• Prepares assigned monthly Bank Reconciliations.
• Assists with monthly credit card reconciliations as assigned; processes in Concur ensuring timely submissions, appropriate approvals, accurate allocations, and imports into NetSuite.
• Monitors outstanding checks in the system by conducting a monthly review and following up with vendors and Sr. Accountant/Controller, as needed.
• Monitors outstanding purchase orders in NetSuite by conducting a monthly review, preparing a detailed report, and working closely with Accounting, Contracts, and others to resolve questions or issues.
• Assists with entering cash receipts, bank transfers, and deposits during Accountant absences.
• Assists with external audit preparation and ongoing internal audit and control procedures.
• Provides other accounting and administrative support to the Finance & Administration team, as needed.
• Maintains accurate electronic accounting files.

What You Bring:

• Previous experience managing medium- to high-volume accounts payable operations strongly preferred; experience in a nonprofit or higher education environment preferred.
• Familiarity with accounts payable fraud prevention, internal controls, and risk management procedures preferred.
• Knowledge of accounting best practices, laws, standards, and Generally Accepted Accounting Principles (GAAP) strongly preferred.
• Proficiency with Microsoft Office tools required. Advanced proficiency with Microsoft Excel (e.g. VLOOKUP function and/or pivot tables) preferred.
• Digital fluency using cloud-based office tools such as G Suite, CRMs and/or ERPs (Salesforce, NetSuite, Sage Intacct), team collaboration tools, and other web-based applications (Concur, Stampli), with ease and ability to incorporate these tools into day-to-day work.
• Excellent customer service and communication skills with a wide range of constituents.
• Exceptional time management and organization skills; ability to prioritize in a changing environment.

Across the Board, VentureWell Staff:

• Are able to succeed and thrive in an environment with competing and changing priorities and tight deadlines
• Have track records of and ability to build solid collaborative working relationships, and are proven team players who enjoy a "customer service" orientation to collaboration
• Are committed to embedding equity for all in our internal practices and culture and in our programs in order to live and achieve our mission
• Bring openness and engagement to personal, professional, and organization-wide learning
• Are curious and committed to issues of environmental sustainability
• Are self-starters with excellent attention to detail and a commitment to delivering high-quality work
• Are active learners who independently learn new tools and work processes quickly
• Have excellent written and oral communication skills

Our Benefits*:

• An attractive and equitable compensation package, including:
  • a salary range of $50,000-$65,000 commensurate with experience and internal equity
  • 403 (b) with 200% match up to a maximum contribution from VentureWell of 10% when the employee puts in 5% (eligible after one year of service for the match)
  • Medical, Dental, and Vision insurance
  • $1,000 home office stipend upon hire

• A true focus on work-life balance with work weeks that reflect that
  • It's our aim for our employees in this position to not work more than a 40-hour workweek
  • 20 paid vacation days
  • 12 paid holidays
  • 12 paid wellness days

*Benefits are reviewed each fiscal year and may be subject to change.

What We Offer:

• A culture where people work intentionally and collaboratively in pursuit of our mission
• Values we believe in

About VentureWell:

VentureWell supports the cultivation of science and technology inventors and the innovation and entrepreneurship ecosystems critical to their success. Since its founding in 1995, VentureWell has funded or trained over 21,400 early-stage science and technology inventors and innovators, resulting in the emergence of more than 7,400 ventures with groundbreaking technological advancements in fields like biomedicine and healthcare, sustainable energy and materials, and solutions for low-resource settings. The ventures it has supported have raised subsequent funds totaling more than $10.2 billion and are reaching millions of people globally.

Visit venturewell.org to learn more.

VentureWell is an Equal Opportunity/Affirmative Action Employer. M/W/D/V

VentureWell is committed to providing equal employment opportunities and fostering an inclusive and accessible workplace. We welcome and encourage job applicants with disabilities to inform us if they require accommodation to participate in the application process. If you require accommodation(s), please let us know when you apply, and we will work with you to meet your needs. You can email us at .

All employees will have their employment eligibility verified with E-Verify. You can learn more by reading this Notice of E-Verify Participation and Right To Work Poster.