Ensure accurate recording of all cash receipts received by and processed through the Foundation. Manage preparation of daily bank deposits. Balance quarterly financial records with contribution records in the Foundation's contribution system. Manage contracts and revenue associated with vending services.
Ensure daily Requests for Payment are received from campuses and processed. Ensure Requests for Payment are reviewed for accuracy, correct account and budget categorization, and availability of funds. Resolve errors and inconsistencies with systems office and campus staff. Oversee necessary approvals and signatures and timely transmittal to vendors.
Research documents related to real estate acquisitions and divestitures and prepare appropriate recording entries, including depreciation. Coordinate leases for rental properties and ensure payments are being received. File necessary property tax exemption applications.
Manage monthly closing process, ensuring timely reconciliations and recording of journal entries, which primarily relate to investment activity. Validate and process inter-fund transfers as needed. Prepare financial reports for Ivy Tech Foundation management. Monitor standard reports for accuracy and distribution. Analyze and report financial information as requested by the CFO or other Foundation officers. Make necessary preparations to facilitate the annual external audit. Prepare information for IRS and state reporting as necessary.
Lead the utilization and understanding of the existing accounting system, ensuring the accurate and timely recording of data. Monitor user access levels to make sure proper security controls are in place.
Work with CFO to coordinate Foundation investments. Report investment status and cash flow to executive staff. Allocate investment income to endowment accounts on a quarterly basis. Reconcile monthly bank statements for investments, checking, and savings accounts.
Ensure timely and accurate preparation of appropriate tax filings, including the annual form 990, required 1099 filings, and property tax exemption requests.
Manage the accounting and budgeting process for the departmental expenses for College Development. Establish access to the College’s accounting systems in order to process purchase orders, pay invoices and monitor budget. Prepare financial reports for College development management. Assist in the preparation of annual budget. Properly distinguish use of College funds versus use of Foundation funds for certain expenditures.
Coordinate with campus staff the accurate, efficient processing of income and expense transmittals. Review expense and income transmittals for accuracy and compliance with guidelines. Provide operational training as needed for campus financial staff. Orient new staff in fiscal operations of Ivy Tech Foundation. Assist in coordination of campus budget preparation.
Act as liaison for statewide scholarship database system. Manage statewide scholarships with active interaction with campus staff, and ensure they are annually budgeted and expended timely.
Other duties logically associated with the position may be assigned.
SUPERVISION RECEIVED: Chief Financial Officer of the Foundation
SUPERVISION GIVEN: Finance Assistant