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Inside Higher Ed · 1 month ago

Associate Director of Museum Finance and Administration

Benton, ME

Full-time

Onsite

Lead/Staff, Director/Executive

3+ years exp

Inside Higher Ed is seeking an Associate Director of Museum Finance and Administration for the Colby Museum. This role involves overseeing the museum's business operations, ensuring efficient financial and administrative processes, and managing budget planning and reporting while collaborating with various college offices and stakeholders.

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Responsibilities

Serve as lead manager of museum budget processes, tracking, and reporting

Facilitate annual budget planning, mid-year budget review, and end-of-year reconciliation by working closely with the Director of Administration and External Affairs, with the Director’s office, and with area budget managers

Work with the Director’s office team to prepare current-year budget reports, generating updates on a monthly basis and as needed, as well as assisting with managing multi-year projections

Serve as the museum’s business manager in Workday, creating, approving, and/or overseeing day-to-day procurement and expense transactions across all departments and ensuring monthly reconciliations are completed in a timely manner

Work with the College financial services team and all museum departments to regular monitor expenses and ensure alignment with institutional goals

Facilitate grant and fundraising activities by providing budget and expense reports for internal gift and grant management and/or as required by external funders, working in collaboration with museum development and College advancement teams

Provide high-level business administrative support to the Director’s office team, preparing business-related briefing materials, presentations, or other business communications on behalf of the Director and senior staff

Handle confidential and sensitive information with discretion

Serve as a primary manager of institutional data and survey participation, acting as a primary point of contact for external stakeholders and overseeing internal data-gathering as needed. Support institutional evaluation and planning by gathering and providing key data

Ensure concise, timely and accurate record keeping, creating and maintaining shared drive navigation and organizational systems in collaboration with the events manager, communications manager, and other museum team leads

Ensure timely procurement/expense processing in alignment with execution and compliance of agreements, monitoring performance and maintaining documentation in collaboration with the legal office

Assist the Director of Administration and External Affairs with museum human relations management, including Workday recruiting functions, on/off boarding processes, and administrative training of staff within the Director’s office and key museum departments

Work with the Mirken Director of Learning and Engagement to facilitate student hiring functions and job postings in Workday, and track museum budget allocations for student employment

Work with the Museum Director and senior team to ensure ongoing compliance with policies provided by the Office of Human Resources

Serve as a liaison between the Director’s office and other departments within the museum and college in relation to budgets and administration, ensuring clear communication and efficient workflow. Work with the Director of Administration and External Affairs to develop and distribute internal communications related to museum administrative operations and strategic initiatives

Represent the Director’s office in various settings when needed, including meetings with staff, external collaborators, and visitors

Qualification

Financial managementBudget planningData analysisWorkday proficiencyProject management toolsOrganizational skillsCommunication skillsProblem-solvingAttention to detailConfidentiality

Required

Bachelor's degree or the equivalent in education and experience

Minimum 3-5 years of experience in office business management, administrative, or operations roles. Preferably at an arts organization, non-profit, or educational environment

Excellent organizational and project management skills, including the ability to anticipate, prioritize, track tasks, organize and communicate information

Strong financial management skills, interpret and present financial data and track spending in alignment with budget planning and forecasting

Demonstrated ability to problem-solve and act with initiative

Strong written and verbal communication skills, with the ability to interact effectively with diverse stakeholders

Demonstrated ability to analyze and synthesize data

High level of computer proficiency with Google and Microsoft Office suites (Word, Excel, PowerPoint, Google Docs and Sheets) and proficiency with (or high capacity to learn) project management tools (e.g., Workday, Airtable, Asana)

Ability to use excellent judgment and maintain a high level of professionalism and confidentiality

Strong attention to detail and ability to prioritize multiple tasks in a dynamic, fast-paced environment