This job has expired, please see additional jobs below
Manager of Administration
NYFA
New York, NY, United States
Job Details - this job has expired, please see similar jobs below
Description
GENERAL STATEMENT OF RESPONSIBILITIES & DUTIES:
The Manager, Administration is an intergral part of the Administration, Communications and Operations (ACO) group within the Education Department and is responsible for managing multiple aspects of the Department’s adminstrative functions including management of Department budgets, accounts payable and receivable for the Department; and coordination, assessment and implementation of the systems used by the Department. The Manager, Administration monitors budgets, funding sources, and statistics for administrative and reporting purposes and maintains and disseminates information for the Department.
The Manager, Administration reports to the General Manager, Administration, Communications and Operations and works closely with the General Manager, other Education Department staff in ACO, Teaching and Learning, Public Programs and Engagement, Live Arts and Academic and Professional Program; and other departments throughout the Museum (including Development, IS&T, Finance and others). The Manager, Administration will develop and maintain sound policies and procedures, creating efficiencies and synergies within the Department between programs, operations and technology.
This position manages the full-time Financial Coordinator ensuring an integrated, effective and responsive team.
PRIMARY RESPONSIBILITIES & DUTIES:
• Supervise the full-time Financial Coordinator;
• Responsible for the management of accounts payable and receivable for the Education Department’s income-generating activity; issuing invoices and processing payments for Department activity, working closely with the Financial Coordinator.
• Manage the monthly financial reconciliation and settlement for cash, checks and credit card business. Prepare financial reports as needed.
• Management of the monthly invoicing and payment process for contractual educators in Workday.
• Track and analyze data concerning revenue, endowment, gift/grant, and other support for Education programs, proving data a reports as needed.
• Draft, review and manage contracts.
• Manage the allocation, moving and set-up of Education Department work spaces. Coordinate with Education Department and other Museum staff to ensure that new hires and relocations happen effectively and efficiently.
• Together with other Education and Development staff, prepare budgets for grant applications, and provide reports as needed.
• Manage projects and information for the Department, at the direction of the General Manager, related to systems integration, administration and budgeting including, but not limited to: Time and Absence Management, the Museum’s Net X image database, and Special Exhibition budgets, working with other Museum staff as needed.
• Develop templates and manage the preparation of Education Department and Special Exhibition budgets.
• Ensure existing fiscal policies and procedures are followed; establish and implement schedule for review and updating of financial procedures.
• Create training manuals, conduct training sessions, etc. as needed.
• The scope of work includes working competently and efficiently in the many systems used by the Department including Artifax, Tessitura, Workday, PayPal, etc.
• Other duties as assigned.
Requirements and Qualifications
Experience and Skills
• 3-5 years of managerial experience in a fast-paced environment, preferred;
• Experience in non-profit financial administration, budgeting and administration, preferred;
• Excellent interpersonal and organizational skills, detail oriented; and an ability to prioritize, delegate, and keep track of wide variety of ongoing projects, required;
• Ability to multitask, meet deadlines, organize and prioritize is essential;
• Excellent written and oral communication skills;
• Able to work independently and part of a team.
Knowledge and Education
• Bachelor’s degree, required; Masters degree preferred;
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint);
• Knowledge of financial management systems (Workday); and booking, inventory management systems (Tessitura, Artifax), preferred