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Director of Finance and Business Operations

4 months ago

Tulsa, United States Carnegie Museums of Pittsburgh Full time

The Director of Finance & Business Operations (DFBO) must present as a versatile, collaborative, and meticulous financial professional. One of the four Carnegie Museums of Pittsburgh (CMP), CMNH has an annual operating budget of approximately $15 million,including more than 200 designated and restricted funds. Reporting to the Director of CMNH, the DFBO is responsible for fiscal management of CMNH, including budgeting, forecasting, monitoring, and reporting; and serves as the museum’s primary liaison with CMP’s controller’s and treasury departments, which provide shared accounting, payroll, and related financial services for all four museums. The DFBO will liaise with CMP’s departments of Retail, Special Events; Facilities, Planning, and Operations; and Human Resources, and Legalto advance strategic priorities and ensure business results are delivered.The DFBO identifies opportunities for increasing revenues and reducing expenses; contributes to overall planning efforts; and is responsible for improving day-to-day effectiveness and efficiency as it relates to finance and business operations. She/heprovides a strategic business perspective to the Director and other senior staffto ensure that the museum’s goals are met in order to further its mission.

QUALIFICATIONS

EDUCATION AND EXPERIENCE:A bachelor’s degree with emphasis on business management, finance, and accounting and at least 10 years of progressively responsible work experience in financial administration, including experience with non-profit accounting, fund management, and proficiency with computerized accounting software (preferably Blackbaud Financial Edge) and Microsoft Office products. Prior work experience in a cultural or educational organization and an advanced degree such as an MBA, MPA or comparable degree are desirable.

KNOWLEDGE, SKILLS, AND ABILITIES: The position requires financial acumen and the ability to perform and/or direct all relevant financial activities, including budgeting, forecasting, monitoring, and reporting for the museum, including multi-year, multi-million dollar projects. Strong organizational and communications skills, analytical problem solving, and ability to gather, analyze and communicate financial data and concepts. S/he must be collaborative and team-oriented and equally attentive to detail and to overarching goals. Accuracy and discretion are essential. Familiarity with human resources processes and procedures, visitor service and retail operations, and basic contracts are highly desirable.

PHYSICAL REQUIREMENTS:Work is primarily sedentary in nature; no special demands are required.

PRINCIPAL ACCOUNTABILITIES

Financial Leadership: Provide a strategic business perspective to CMNH’s director and senior staff regarding the museum’s overall operations. Proactively work with senior leadership to identify ways to enhance earned and contributed income and control/reduce expenses. Contribute to strategic planning efforts and cross-cutting initiatives to realize CMNH’s and CMP’s mission and ambitions. Develop workflows, processes, and systems to increase communication, effectiveness, and efficiency. Serve as a member of the museum’s senior management team and CMP’s financial manager’s group.

Budget Preparation: Develop and implement budgets for CMNH’s operating, designated, and restricted funds, including: Lead annual budget process for CMNH;

Liaise with CMP Finance office on process and allocation; and with counterpart at Carnegie Museum of Art on shared revenue and expense projections.

Support CMNH departments in developing operating budgets, as well as budgets for special projects and initiatives that may span several years.

Financial Analysis: Manage the collection, analysis, and communication of data to inform business decisions, monitor performance, and achieve objectives, including: Analyze monthly admissions and financial reports, including fund surpluses/deficits.

Disseminate monthly reports to managers on a timely basis; prepare special reports as needed; and help managers to interpret and respond to data.

Report on variances on a monthly basis to the director and controller’s office; identify and anticipate problems/discrepancies and resolve them when possible; and proactively make recommendations for course corrections as required.

Make forecast changes on a timely basis.

Prepare other projections or analyses as required.

Reporting: Provide regular and clear reporting to CMNH Director and other stakeholders on business and team performance. Prepare and deliver reports on financial performance for board meetings, CMP budget presentations, staff meetings, etc. Contribute to CMP reporting efforts, as needed.

Financial Operations: In accordance with relevant financial policies/procedures, approve and/or review invoices, check requests, wire transfers, cash advances, travel and business expense reports, and purchase card reconciliations for processing by CMP’s controller’s office.

Provide training to staff to facilitate preparation the above. Also assist staff in resolving financial issues such as late or missing payments, incorrect postings, journal entries, fund transfers, etc.

Prepare journal entries and inter-fund transfers.

Oversee usage of corporate credit and purchase cards.

Oversee distribution of petty cash.

Maintain up-to-date roster of CMNH’s active funds, including opening new funds and deleting out-of-date funds as needed.

Ensure financial/administrative policies and procedures are promptly disseminated to and understood by CMNH staff.

Fundraising and Grants: Collaborate with the development department and others to prepare budgets and related information for grant applications; ensure funds are deposited in accordance with funders’ intentions and expended according to funders’ guidelines; track and report on grant expenditures; responsible for effort certification, status reports, and cash transaction reports for government grants. Review proposed benefits for corporate sponsorships and other funders.

Legal: Review all contracts and related legal documentation for accuracy and completeness and to ensure compliance with CMP financial policies and procedures.

Personnel: Partner with CMP’s human resources department on relevant personnel functions, including implementation of policies and budget evaluations for positions and compensation changes.

Supervision: Co-supervise, with counterpart at CMOA, the financial manager in performing financial and administrative duties.

Other: Carry out additional projects and duties as requested to improve the financial and administrative operations of the museum.

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