Administration and Finance Lead (part-time)

Position Overview

The Administration and Finance Lead at Media Ecosystems Analysis Group, Inc. (MEAG) collaborates with the President and research team to manage all business aspects of a small nonprofit social science research and educational consultancy. They are responsible for the day-to-day financial, human resources, and general operational management of the organization. Additionally, they are responsible for overseeing nonprofit management and governance, ensuring regulatory compliance and adherence to industry standards.

This position is part-time (15–20 hours per week, flexible), and can be fully remote anywhere in the United States. Hourly rate is between $40–$60 based on skills and experience. Please send a cover letter and resumé to info@mediaecosystems.org to apply.

Principal Duties and responsibilities

Operational and Administrative Management:

• Manage all business aspects of the company including finance, purchasing, payables, receivables, human resources, administration of payroll (using outsourced service), and 501(c)(3) nonprofit compliance and 509(a)(2) charitable activities.
• In partnership with the President, oversee all contracts and sponsored research administration including preparing grant proposals and budgets, track grant spending and finances, and coordinate reporting for sponsored projects.
• Organize occasional events including making travel and hotel arrangements, conference registrations, and site decisions.

Financial Management:

• Maintain MEAG’s bank accounts and books including coding and coordinating financial records with an outside accounting firm, monitor financial performance, analyze budget variances, and identify opportunities for cost optimization and resource reallocation to support operations.
• Manage accounts payable and accounts receivable (payments and invoicing).
• Implement effective financial controls, processes, and reporting mechanisms to ensure transparency, accuracy, and accountability in budget management and resource allocation at MEAG.
• Prepare and deliver detailed financial reports, including financial statements, annual budgets, and long-term financial forecasts, to the Board of Directors and key stakeholders when requested, ensuring clarity and transparency.
• Lead the annual tax preparation and audit process, coordinating with external accountants and key stakeholders to ensure a comprehensive and transparent review. Facilitate the preparation, provision and submission of all required documentation, ensuring a smooth and thorough audit experience.
• Work with MEAG’s outsourced accounting firm to ensure tax compliance and proper reporting, providing necessary documentation and information for audits and financial reviews to maintain MEAG’s nonprofit status and financial integrity.
• Ensure MEAG’s operations remain fully compliant with all relevant state and federal regulations by collaborating closely with accounting and legal advisors. Stay informed about changes in laws affecting nonprofit organizations, and implement necessary adjustments to maintain compliance.

Qualifications & Skills:

• Bachelor’s degree or equivalent experience;
• Experience as an administrator, including bookkeeping and financial management, and demonstrated success in an all-remote workplace;
• Knowledge of QuickBooks or similar accounting software;
• An established proficiency in basic non-profit 501(c)(3) records and accounting practices;
• An established proficiency with foundation grant proposals, budgets, record-keeping, and compliance;
• Working knowledge of state employment portals. (MEAG operates in Massachusetts and New York);
• Excellent organization and able to prioritize tasks across multiple areas and projects;
• Resourcefulness and good judgment;
• The ability to respond quickly to deadline-driven requests;
• Strong communications skills (verbal, written, virtual);
• Proficiency in Internet tools and basic office software programs, including Google Suite, Office 365, and Zoom;
• Must be eligible to work in the United States. (MEAG cannot sponsor a visa.)