Assistant Controller

About the American Academy in Rome

Founded in 1894, the American Academy in Rome is the leading American overseas center for independent study and advanced research in the arts and humanities. For over a century, AAR has nurtured some of the most distinguished artists, writers, and scholars by providing them with the time and setting to think and create. With a campus located on the Janiculum Hill in Rome and administrative offices in New York City, the Academy supports a dynamic global community that values intellectual exploration, cultural exchange, and creative expression.

Position Summary

The Assistant Controller will serve as a key member of the Finance & Administration team, responsible for leading the execution of the day-to-day financial operations of the New York Office. In addition to leading core accounting functions, this role will play a critical strategic and operational role in supporting the CFO and Director of Finance and Administration. The position is designed to include direct oversight of the Academy’s HR operations through a Professional Employer Organization (PEO) partner.

Key Responsibilities

Financial Management and Accounting

• Lead the New York Office Month end close process. Maintain the general ledger, supervise day-to-day accounting functions, including accounts payable (AP), accounts receivable (AR), payroll, ensuring compliance with GAAP and AAR’s internal policies.
• Monitor and reconcile financial transactions, including bank and credit card accounts, ensuring accurate documentation.
• Support cash flow management and forecasting, vendor payments via bill.com, manage cash transfers to the Rome office and collaborate with Development Department on various incoming revenue streams.
• Partner with Development to reconcile cash and stock gifts donations and pledges between Sage Intacct and Salesforce and ensure that adequate support documentation is attached to entries.
• Support financial audits, coordinate with auditors, and lead preparation of audit schedules and documentation.
• Coordinate with finance staff in Rome to on various accounting deliverables.

HR & PEO Oversight

• Serve as the primary liaison between the American Academy in Rome and its selected Professional Employer Organization (PEO).
• Own all aspects of the PEO relationship including onboarding, payroll processing, employee benefits administration, and regulatory compliance.
• Coordinate the processing of bi-weekly or semi-monthly payroll in partnership with the PEO and ensure alignment with accounting.
• Manage the HR Information System data integrity, reporting, and staff recordkeeping in coordination with the PEO platform.
• Support the CFO and Director of Finance and Administration in implementing and maintaining HR policies, training, and onboarding protocols.

Team Leadership and Process Improvement

• Supervise and mentor Accountant, ensuring clear deliverables and professional development.
• Lead process improvement initiatives to enhance the efficiency, accuracy, and scalability of accounting and HR workflows.
• Foster collaboration between the Finance and Administration departments in New York and Rome as well as other functional departments.

Qualifications

• Education: Bachelor’s degree in Accounting, Finance, or related field
• Experience: Minimum 7–10 years of progressive nonprofit accounting experience. Prior work with PEOs as well as Audit/Accounting practice is highly desirable.
• Skills:
  • Deep working knowledge of multiple restricted fund management.
  • Familiarity with Financial Edge, Sage, Salesforce is highly desirable.
  • Proficiency in Microsoft Excel, including pivot tables and advanced formulas.
  • Strong organizational, analytical, and communication skills.
  • Ability to handle sensitive information with discretion.

Work Environment

This is a full-time position based in New York. Must be in the office at least 4 days a week.

Compensation & Benefits

• Competitive salary commensurate with experience.
• The salary range for this role is between $100k - $120k depending on experience.
• Comprehensive benefits package (health, dental, vision, 403(b) with employer match, paid leave).
• Access to cultural and academic events and resources.
• Opportunity to work with a mission-driven, globally impactful institution.

How to Apply

Please submit your resume and a cover letter detailing your qualifications and interest in the position. Applications will be reviewed on a rolling basis until the position is filled.

Equal Opportunity Employment:

The American Academy in Rome is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.