All Positions Senior Management

Director of Finance & Administration

Industry: Not-for-Profit

Location: Rochester,NY

Compensation: $130K – $140K + Relocation

Contact: Lee Ryan

Independent, non-profit institution, focused on photography and film archives, is seeking a hands-on Director of Finance and Adminstration to to lead and develop the accounting, budgeting, finance and business activities. The Director will also oversee the Information Technology, Human Resources and Retail operations.

Responsibilities include:
Finance and Accounting
• Perform and oversee accounting operations, including general ledger, payroll, accounts receivable, and accounts payables.
• Prepare monthly and annual financial statements and cash flow reports.
• Monitor and report on actual income and expenses versus budget on a monthly basis.
• Perform and oversee restricted grant accounting and reporting.
• Develop and administer procedures for cash.
• Manage banking activities (deposits, withdrawals, reconciliations, cash management).
• Build and maintain banking relationships.
• Represent the company with endowment fund investment managers for reporting and accounting.
• Liaison with external auditors during annual audit.
• Federal and state tax reporting.
• Administration of statutory and discretionary employee benefits.
• Oversee the preparation of IRS Form 990 and NY CHAR500.
• Contribute to financial sections of grant proposals, as required.
• Manage and make recommendations on insurance coverage and overall risk management.
• Develop, implement and evaluate budgets, capital spending plans and long-term financial plans..
• Ensure compliance with Not-For-Profit Corporation law (endowment spending, by-laws, conflict of interest, fiduciary duty, etc.).

Human Resource (HR) Management
• Management of part-time (two days per week) contract HR professional.
• Supporting and advising department managers in handling of HR matters.
• HR policy development and implementation; updating policy manual with input from HR professional.
• Monitoring and assuring legal compliance (equal employment, sexual harassment, work permits).
• Formal and informal grievance process, when necessary.
• Oversee health and welfare benefits and the general insurance program for the museum.
• Plan Administrator role for the defined-contribution pension plan.
• Preparation of Form 5500-SF (short form).
• Administration of Employee Assistance Program (EAP).
• Share responsibility with Director and trustees for compensation planning, performance appraisals, merit-based compensation increases.
• Employee benefits planning.
• Staff reduction programs, if necessary.
• Determining when legal advice from attorneys is appropriate.

• Manage the Director of Information including oversight of web development, website upgrades, databases,site management, Network, help desk, and network systems security.
• Supervise manager of Commercial Development and staff, including oversight of merchandise sales.
• Contract Administration and Legal Review for vendor contract, lease agreements, and non-routine, complex contracts.
• Manage legal issues.:
• Act as primary staff liaison to Finance, Investment, and Audit Committees of the Board of Trustees.
• Attend Executive Committee meetings and full Board of Trustees meetings
• Assist Director in analyzing and negotiating opportunities for new partnerships and collaborations.

Requirements include:

• 7 – 10 years in a senior-level financial and / or operations management role.
• Significant management experience in Accounting, Finance, and Human Resources.
• Experience in overseeing Information Technology function is strongly preferred.
• Experience in a not-for-profit arts organization is preferred.
• Experience with pension plan administration is strongly preferred.
• Experience in investment management is preferred.
• Experience in endowment administration and accounting is strongly preferred.
• Knowledge of grant administration is preferred.
• Familiarity with contract development and language is required.
• Experience overseeing other legal matters is strongly preferred.

This position oversees 9 full-time and 6 part time employees.

An active CPA license is required for this role.

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