Director of Finance and Administration [Carnegie Museums of Pittsburgh]

As a key member of CMNH’s senior leadership team, the Director of Finance and Administration is responsible for financial strategy and implementation; oversees an annual budget of approximately $13 million, including more than 200 designated and restricted funds; provides a strategic business perspective to the director and senior staff; and contributes to ongoing planning efforts to help realize CMNH’s ambitions to be a 21st-century natural history museum. The Director of Finance and Administration serves as the museum chief liaison with Carnegie Museums of Pittsburgh (CMP)’s central departments of finance; facilities, planning, and operations; and human resources. S/he also works closely with counterparts from the contiguous Carnegie Museum of Art and other museums and central departments to identify ways to increase revenue, control costs, and improve the efficiency and effectiveness of CMNH, in particular, and CMP, as a whole. The position contributes to fundraising efforts and handles contract review and other legal matters with CMP’s general counsel.

EDUCATION AND EXPERIENCE: The position requires a minimum of eight years of progressively responsible work experience in financial administration, including experience with fund accounting and proficiency with computerized accounting software (preferably Blackbaud Financial Edge) and Microsoft Office products, as well as a bachelor’s degree in a relevant field. 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, a track record of success in a large complex organization, and a nuanced appreciation of the values of a mission-driven culture. S/he must have the ability to perform and/or direct all relevant financial activities, including budgeting, forecasting, monitoring, and reporting for the museum, including multi-year projects. Strong organizational and oral/written communication abilities are essential, including the capacity to deal effectively and diplomatically with individuals with varying levels of financial expertise. S/he must be collaborative and team-oriented; equally attentive to detail and to overarching goals; and able to thrive in a busy, multi-tasking, and time-pressured environment. Accuracy and discretion are essential. Familiarity with human resources processes and procedures and contracts is highly desirable.

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

REPORTING TO: Director of the Museum of Natural History

DIRECT REPORTS: Financial Manager

PRINCIPAL ACCOUNTABILITIES

1. Strategy/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-component initiatives to realize CMNH’s and CMP’s mission and ambitions, increase effectiveness and efficiency, and identify economies of scale. Serve as a member of the museum’s senior management team and CMP’s financial manager’s group.

2. Budget Preparation: With input from and under the supervision of relevant parties (e.g., director, board chair, and CFO) develop and implement budgets for CMNH’s operating, designated, and restricted funds, including:
a. Develop and implement annual budget process in conjunction with relevant planning efforts, including providing guidance to the director and department heads as needed.
b. Liaise with CMP controller’s office on process, allocation, and format; and with counterparts in central departments and Carnegie Museum of Art on shared revenue and expense projections.
c. Support departments in developing operating budgets, as well as budgets for special projects and initiatives that may span several years.
d. Prepare necessary presentations for board meetings and other purposes.
e. Format and upload budgets in FE.

3. Financial Analysis: Monitor and analyze financial performance on a regular basis to ensure that YTD revenue and expenses are tracking accurately against budget and make recommendations for mid-course corrections as required, including:
a. Analyze monthly admissions and financial reports, including fund surpluses/deficits.
b. Disseminate monthly reports to managers on a timely basis; prepare special reports as needed; and help managers to interpret and respond to data.
c. Report on variances on a monthly basis to the director, controller’s office, and board chair; identify and anticipate problems/discrepancies and resolve them when possible; and proactively make recommendations for course corrections as required.
d. Make forecast changes on a timely basis.
e. Prepare other projections or analyses as required.

4. Reporting: Prepare and deliver reports on financial performance for board meetings, CMP budget presentations, staff meetings, etc. Contribute to CMP reporting efforts, such as the annual Allegheny Regional Asset District budget report and the Pennsylvania Cultural Data Project report.

5. Financial Operations:
a. In accordance with CMP’s signatory policy and other 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.
b. 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.
c. Prepare journal entries and inter-fund transfers.
d. Oversee usage of corporate credit and purchase cards.
e. Oversee distribution of petty cash.
f. Maintain up-to-date roster of CMNH’s active funds, including opening new funds and deleting out-of-date funds as needed.
g. Ensure financial/administrative policies and procedures are promptly disseminated to and understood by CMNH staff.

6. Fundraising: 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.

7. Legal: Using templates provided by CMP’s general counsel, work with staff to prepare contracts. In concert with CMP’s general counsel, review all contracts and related legal documentation for accuracy and completeness and to ensure compliance with CMP policies and procedures.

8. Personnel: Serve as liaison with CMP’s human resources department to oversee personnel functions, including:
a. Oversee processes and contribute to decision regarding to hiring, selection, promotion, termination/discipline, and compensation, including accurate and timely submission of related forms.
b. Oversee annual performance review process.
c. Maintain up-to-date roster of employees and organizational chart.
d. Ensure timely and accurate submission of museum’s time and attendance records.

9.  Supervision: Supervise the financial manager in performing financial and administrative duties.

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

POSITION REQUIREMENTS:  Minimum of associates’ degree required plus 3-5 years demonstrated experience in government fundraising for non-profits.  Familiarity with and experience using Grants.gov and/or Fastlane required.  Experience with Raiser’s Edge fundraising software preferred.  Background in science preferred.

Competitive salary.  Excellent benefits package, including medical insurance, dental insurance, life insurance, disability insurance, and retirement plan.

Employees of Carnegie Museums of Pittsburgh receive free admission to all four of our museums; discounts in our cafes and gift shops and on programming and classes; employee assistance program; and more.

Application materials will only be accepted through the employer’s website. For more information and to apply, visithttp://www.carnegiemuseums.org/hr and click SEARCH JOBS. When asked, “How did you hear about us?” select ORGANIZATIONS, then {name of organization}.  Carnegie Museums of Pittsburgh is an EEO-1 Affirmative Action Employer – M/F/Veteran/Disability.