Senior Director, Finance & Administration, Carnegie Science Center

A senior leader for Carnegie Science Center (CSC), the Senior Director of Finance and Administration serves the mission of CSC by overseeing and managing the finances of the organization. The Senior Director works collaboratively with the museum director, chief of staff, and other senior leaders to determine business modelling and financial strategy. This position drives the overall financial planning by analyzing its performance and risk to continually assess the current financial position. In addition, the Senior Director is responsible for compliance with the law and company policy. Duties include budgeting, data analysis, forecasting, strategic planning, pricing, contract negotiation, problem solving, cash flow management, vendor relationship management, evaluation of fundraising plans and capital structure. The Senior Director must possess strong leadership skills, demonstrated problem-solving capabilities, and excellent communication skills. The Senior Director acts as the key financial liaison with other CSC and Carnegie Museums senior leaders to move the organization forward to meet its strategic goals and, therefore, must be adept at developing and sustaining collegial relationships with colleagues. The Senior Director is a hands-on and participative administrator who leads and develops an internal team to support the museum’s accounting, budgeting, financial planning, and other business activities. The position oversees all aspects of the accounting and financial services for CSC and serves as a liaison to Carnegie Museums Information Technology and Human Resources departments.     Qualifications   Education and Experience: BS degree in Accounting, (CPA designation preferred); Extensive experience (10 ) at the senior level of management within a financial and administrative environment is required; previous museum experience preferred. Must have in-depth experience with non-profit accounting and financial reporting, human resources and HR systems (recruiting, labor distributions) contracts and contract negotiations and grants management and reporting.  Must have demonstrated senior-level responsibility for strategic product line financial modeling and the ability to adapt financial plans and models with flexibility and nimbleness. Experience with Unrelated Business Income calculations required. Must have excellent communication, presentation and interpersonal skills. Experience presenting and interacting with non-profit Board members required.   Knowledge, skills, and abilities:     Ability to work strategically with a team of stakeholders having competing needs; facilitates nimble decision making by providing analytical proformas for all CSC new and growing lines of business; direct accounting and financial activities including budgeting, forecasting, monitoring and reporting; a demonstrated commitment to non-profit organizations; organized individual with successful history of participating in the management of a complex organization; proven ability to create positive and productive partnerships with others and work independently; ability to communicate effectively and sensitively with people on a broad range of issues, working collaboratively within Carnegie Museums’ complex organizational structure with an increased goal of information sharing. The position requires proficiency in computerized accounting software (Blackbaud Financial Edge preferred), Adaptive Insights budget software, Siriusware and/or Tessitura ticketing software, and Microsoft Office products.   PHYSICAL REQUIREMENTS: Work is primarily sedentary in nature; no special demands are required.   ESSENTIAL FUNCTIONS AND Accountabilities Supporting CSC’s strategic plan implementation, provide financial/business analyses including a wide variety of business needs across the corporation, including special reports, forecasts, projections, or other analyses as described below.   Prepare proforma financial analyses modeling CSC scenarios for new or revamped initiatives. Examples of analyses include expanded camps and classes, STEM activities and teaching professional development, travelling exhibitions analyses, member pricing models, and special events modeling. The analytical results are the guideposts for decision making. Analytical results provide data to evaluate whether the product should be offered, revamped, priced differently, or eliminated. Participate in the decision making and business analysis regarding travelling exhibitions from the outset, including the structure of the contract, options, pricing, additional fees etc. Provide contract review and seek legal and insurance guidance as appropriate. Compile a history of travelling exhibition results as this is added to the CSC product lines. Work closely with other senior leaders across the organization to have the financial and procedural infrastructure in place for the expansion of new initiatives, both regionally and nationally. This includes increased offerings for Fab Lab, Mobile Fab Lab, adult programs, giant screen films, exhibition design/development, and other offerings as developed. Strategic and opportunistic decisions are part of this analysis.  Oversee process to ensure services are invoiced on a timely basis. Analyze product lines that are not performing to expectation or determine product life cycle for lines.     Traveling Exhibitions                Participate in the negotiation of the Traveling Exhibition contract with distributor and related teams with focus on the financial implications of contract terms. Solicit legal and insurance guidance as needed to protect CMP. Develop the reporting infrastructure to ensure compliance with contract requirements. Work collaboratively with IT, Service and Engagement, and others to ensure that the product is in the ticketing system, timed ticketing elements are in place and available for online purchasing as of predetermined go-live dates. Proper execution of contract terms while providing a positive visitor experience is essential. Develop a rubric for assessing success of each traveling exhibition results in terms of attendance as well as financial results. Utilize findings to enhance future traveling exhibition proformas, which will also inform future contract negotiations.   Rangos Giant Screen Theater and Concessions Work with the Associate Museum Director – Museum Experiences and theater team to analyze results of the different types of programming in conjunction with marketing spend program viability. Envision an easier ticketing solution that permits a fluid program schedule. Work with IT to implement plan. As an example, decisions may be made on a Monday for product to be available for online purchasing within a day or two for weekend shows.  Experimentation with programming required to maximize utilization of space. Work collaboratively with IT and others to ensure reporting and licensing compliance with an increased number of content distributors.   Develop and implement the yearly budget planning process. This involves collaboration with museum leaders at director level and above to determine budget needs in an ever-changing environment and includes preparing and maintaining spreadsheets for budget compilation, forecasting, and presentation. Incorporate new initiatives, i.e., inclusive programming - such as sensory-sensitive programs or costs to provide verbal tours -- into operations. Develop proficiency in Adaptive Insights budget software. Complete process in accordance with CMP Corporate Finance area’s established deadlines. With Henry Buhl Jr., Director, present budgets to CMP President and CFO as well as the Institute Leadership Team. CSC and CMP budget is essential to assess how Carnegie Institute actual results are faring compared to budget, determine if goals are being met or if adjustments are required throughout the year. Prepare planning document projecting activity five years forward. Include annual and multi-year capital spending plans that correspond with strategic long-term financial plans.     Financial Statement Review and Analysis Administer operating, designated, and restricted fund accounts. Prepare monthly financial reviews and projections for Director’s Office. Prepare monthly variance analyses for CMP CFO to be used in response to CMP Board and Finance committee member questions. Prepare responses for all CMP Corporate Finance questions related to annual audit or financial controls. Request additional information when corporate areas (e.g., General Institution or Facilities Plant and Operations) appear to have deficits relating to budgets. Initiate proactive measures to identify and quantify areas of risk to resource plan. Specific review of FPO SLA account (3254), Corporate Allocation account (6188) and FPO Corporate allocation account (3257).     Propose alternatives to the present processes if alternatives would lead to increased efficiencies and better accountability.  Develop multiple contingency plans for possible funding shortages. Prepare monthly revenue reports to track the revenues and expenses of the Science Center’s product lines (general admission, science on the road, theater, concessions, laser shows, camps, classes, adult programs, Fab Lab workshops, Mobile Fab Lab, Special Event rentals, Food Service, Store, Traveling Exhibit Store, parking, and external exhibit sales). Convene a regular meeting of program managers and other stakeholders to provide positive feedback or identify challenges early in the process. Balance competing needs of limited resources. Accountability for overall financial practices and reporting for CSC in its relationship to CMP, continue to ask questions if funding mechanisms, assumptions, and payback periods are unclear. Implement monthly and year end closing procedures. On a quarterly basis, prepare and present financials, forecasts, and related analyses to the CSC Executive Committee and full Advisory Board. Oversee the preparation, review, and analysis of daily cash recording related to admissions as well as weekly attendance and related projections. Includes oversight of reconciliation of credit card payments processing, bank deposits, as well as armored car services. Perform and oversee accounting operations, including general ledger, payroll, accounts receivable, and accounts payables. Establish and maintain appropriate internal controls for compliance with CMP policy and procedures for petty cash, procurement cards, parking chaser tickets, and other accounting instruments.     Auxiliary Operations (excluding Parking) CSC auxiliary operations are financially consolidated with CSC programmatic offerings. [Note: This treatment is not consistent across all components within the CMP structure. The Special Events, Food Service, Store, and Parking sit outside of the Oakland component budgets.] The consolidated structure leads to increased accountability resulting in increased responsibility for indirect oversight of these line items. Accountabilities for Special Events, Food Service and the Store include a Budgetary review for reasonableness and ongoing review concerning revenue and expense targets.       Parking operations and financial results are completely managed by CSC team members.   Parking operations are completely managed by CSC team members. [Note: This is not the case with AWM or OAK.] Work with CSC’s external parking vendor in relation to fiscal aspects of the parking operation. Ensure that monthly payments are appropriate and in accordance with contract. This requires assertive and continual involvement. Work collaboratively with the Associate Museum Director – Service and Engagement and their team to assure optimal customer service in addition to optimal revenue generation. In addition, work strategically to minimize the unrelated business income tax (UBIT) associated with the parking operation. Involve Facilities, Planning, and Operations as well as the CMP Corporate tax departments to identify strategies to affect these taxes. In addition, work with Acrisure Stadium staff and their clients to provide parking for Steeler games and private events. Supervise parking invoice process. Appropriately record accounts receivable for these significant amounts.   Work with fundraising and program staff with grant proposal submissions.  This includes reviewing and approving the proposal budget and the policies and procedures related to the grant, assisting with grant proposal submissions, tracking grant expenses to meet grant reporting requirements and supervising the reimbursement and effort reporting functions.   Coordinate certain aspects of Human Resources related functions. Support and advise departments in handling Human Resource administrative matters, such as oversight of the Dayforce system tracking/approvals and processing of all personnel actions. Assist in the development of a merit-based compensation plan, if required. Provide reporting needs assessment and functionality testing for Human Resources.   Capital projects.  Provide financial support to all CSC capital projects. Determine funding mechanisms and cash flow and work with the Financial Services department to utilize the CMP line of credit, if necessary and approved, including proper financial recording of the line of credit.   Supervise CSC Finance staff in business matters including but not limited to: daily deposits and Siriusware balancing, Rangos lease and other payment calculations, Traveling Exhibit payment processing, invoice processing, effort reporting, analytical reviews of product lines, etc. Seek and implement improvements in efficiencies. Look for opportunities to enhance services that the Finance office provides to CSC staff members.   Act as the professional liaison with Controller’s Office, Treasurer’s Office, Facilities Plant and Operations, Legal, Insurance areas as well as outside vendors, patrons and the public. Provide input regarding new central CMP initiatives as requested i.e., Staff Recognition Programs, changes to current policies.   GENERAL SENIOR LEADERSHIP   Develop strategies that guide and motivate team members in their work, set clear expectations, and establish high standards of excellence. Lead his/her/their team to create annual goals that are specific, measurable, achievable, relevant, and time-based and hold them accountable.   Actively seek professional growth opportunities and keep abreast of new and emerging technologies, techniques, and applications within both the science/technology field and the museum/visitor experience field to grow professionally and to ensure the highest-quality experience for visitors at CSC. Share knowledge with team members across the organization and serve as a coach and mentor whenever possible.   Represent CSC at internal and external meetings both regionally as well as nationally to promote and ensure widespread and accurate knowledge of CSC’s mission and activities.   Participate actively in discussions, deliberations, and decisions of the CSC Senior Cabinet; work actively on the development and implementation of CSC’s short- and long-range strategic institutional plans.    Collect and curate quarterly departmental reports for the CSC Advisory Board and participate in Advisory Board meetings as needed.   At all times, uphold CSC’s Four Keys of Operation: Safety, Courtesy, The Experience, and Efficiency; interact with all colleagues in a professional and respectful manner in accordance with CSC Community Norms.   Serve at all times as an exemplary advocate for and model of Carnegie Science Center’s values and policies related to Diversity, Equity, Accessibility, and Inclusion, and act in accordance with the organization’s strategic vision.   Participate in and/or designate team members to join cross-departmental working groups such as Safety and Crisis Management, Diversity/Accessibility, and other groups to be determined.   Provide “front line” support, as needed, over the course of the year during times of peak visitation (e.g. holidays, special events, STEM competitions, etc.).   Maintain basic departmental responsibilities (timely email, phone, communication; calendar management; regular availability for meetings on weekdays between 9:00am and 4:00pm; etc.).   Perform other activities as required by Director’s Office. Expected starting pay range, based on experience, $100-120,000

Salary : $100,000 - $120,000