Director of Finance & Administration

Hours: Full-Time, Exempt

Rate: $80,000–$90,000/year, DOE

General Purpose of Position:

Working under the Executive Director and in collaboration with other staff, this position is responsible for leading and managing the financial, administrative, human resource, and business operations of the Santa Cruz Museum of Art & History (MAH). A member of the senior management team, this position oversees finance, business planning and budgeting, legal matters, risk management, and administrative and personnel functions.

Principal Duties and Responsibilities:

This position is responsible for understanding, interpreting, implementing, and ensuring compliance with all of the MAH’s administrative, human resources, fiscal, and operational policies, procedures, and guidelines. With the Executive Director, this position cultivates an organizational culture of shared financial management, develops tools for forecasting and scenario planning, and brings financial perspective to strategic decisions, while also reinforcing the MAH’s commitment to diversity, equity, accessibility, and inclusion.

Essential Job Functions:

Financial Management:

  • Accounting: With contract accountant, manage accounts payable/receivable; review invoices and check requests; review and process checks to be paid. Manage cash flow; produce regular cash flow reports. Prepare payroll and liaise with payroll vendor. Analyze balance sheet and income accounts each month. Manage general banking and checking accounts. Reconcile bank accounts, credit card accounts and processing fees, petty cash, and cash advances. Reconcile and file sales tax returns on a monthly basis. With contract auditor, prepare and file 1099 and 1098 forms and files State of California Annual Return for Sales & Use Tax and Withholding Tax. Prepare and file an annual license to solicit donations with the state. Evaluate internal accounting controls, as needed.
  • Budgeting: With Executive Director, oversee annual budgeting and planning process; administer and review all financial plans and budgets; monitor progress and changes; and keep senior leadership team abreast of the organization’s financial status.
  • Financial Reporting: With contract accountant, prepare monthly financial reports for staff and board in a timely manner. Explain significant budget variances. Prepare financial data for development department applications and reports. Monitor cash, bank loans, investment, and interest activity. Prepare pre-season 2estimates and post-season recaps for all presented events. Oversee all financial, project/program, and grants accounting.
  • Audit: Serve as main point of contact for independent auditors on completion of the annual organization-wide financial statement audit and preparation of the annual Form 990, preparing supporting schedules and providing backup documentation as requested.


Human Resources & Administration:

  • Provide leadership for all HR activities including performance management, training and development, employee relations, recruitment and retention, diversity and inclusion, compensation, conflict resolution and strategic planning.
  • Oversee the hiring process for all departments, working with directors to recruit for open positions.
  • Manage complaint process for HR-related issues.
  • Lead initiatives to establish best practices in HR administration.
  • Closely work with department heads to create and implement a streamlined onboarding program for new employees based on overall company and specific departmental needs.
  • Establish and manage a comprehensive training program to educate employees regarding staff tools, policies, and procedures.
  • Secure and maintain insurance, including, but not limited to, general liability, directors and officers, and workers comp.oReview all vendor proposals and contracts, ensuring compliance with all required internal and external policies.
  • Oversee administrative functions to ensure efficient and consistent operations.
  • Ensure effective management and support of internal information systems including telephone system, telecom providers, computer hardware and software, and all network infrastructures.
  • Develop positive working relationships with the MAH’s audit partners, legal representatives, vendors, and other external parties.

General:

  • Participate as a member of the senior management team. Work closely with the Executive Director, Director of Operations & Facilities, Director of Development & Communications, and Director of Exhibitions & Programs to address high-level organizational issues and opportunities. Attend board meetings and take on occasional cross-functional projects to advance the MAH's mission.
  • Ensure compliance with all human resource and workplace standards for department employees.
  • Be able to work within a fast-moving environment and to deliver within restricted time, space, and financial resources.
  • Be able to utilize various electronic communication means to accomplish the duties and responsibilities of the position.
  • Be able to work with a diverse range of people.
  • Support the mission of the MAH in accordance with the strategic plan, Board direction, and adherence to the policies in the employee handbook.
  • Attend board and committee meetings as necessary.
  • Be physically present at the MAH a minimum of 75% of the workweek.

Qualifications:

  • Bachelor's degree in a related field and 10+ years of professional experience; master's degree preferred.
  • Broad finance experience and/or work experience at a senior level in the nonprofit sector.
  • Thorough familiarity with fund accounting and nonprofit financial management.
  • Experience managing year-end audit processes.
  • Experience in grants management including compliance and reporting for grants and contracts.
  • Experience with personnel practices and human resources, HRCI or SHRM certification a plus.
  • Experience in budget creation/projections.•Effective leadership skills and management experience.
  • Excellent oral and written communication skills.

How to Apply:

To apply, please submit a cover letter, resume, and three professional references by e-mail to jobs@santacruzmah.org. Please put “Director of Finance & Admin Search” in the subject line of the email. Applications will be accepted until the position is filled. No phone calls, please. Only applicants being considered will be contacted.

The MAH is an equal opportunity employer committed to a diverse and inclusive work environment. We strongly encourage Black, Indigenous, People of Color (BIPOC) and all other marginalized identities to apply. The MAH is for everyone and dedicated to actively practicing anti-racism in our organization.

About the Organization:

Serving 130,000 people per year, the MAH is a thriving community gathering place for Santa Cruz County on California’s central coast. Its robust slate of offerings includes commissioned, co-created, and presented work; a rotating exhibition series; biennial public festivals; education and outreach programs; and cultural celebrations and activities in collaboration with its many partners. In addition, the MAH maintains a permanent collection of art and artifacts of regional significance; manages a historical archive and multiple historic sites; and operates a vibrant public plaza on the museum’s doorstep that features food, social events, and year-round creative happenings.