What are the responsibilities and job description for the Director of Finance & Operations position at Institute of Contemporary Art, Miami?

The Institute of Contemporary Art, Miami (ICA Miami) is dedicated to promoting continuous experimentation in contemporary art, advancing new scholarship, and fostering the exchange of art and ideas throughout the Miami region and internationally. Through an energetic calendar of exhibitions and programs and its collection, ICA Miami provides an important international platform for the work of local, emerging, and under-recognized artists and advances the public appreciation and understanding of the most innovative art of our time. The museum is deeply committed to providing open, public access to artistic excellence by offering year-round free admission.

The Opportunity

As a vital member of the Senior Management Team, the Director of Finance & Operations will report to the Artistic Director and assume a strategic role in the museum's overall financial management. The Director of Finance & Operations will have primary day-to-day responsibility for planning, implementing, managing, and controlling all the museum's financial-related and operational activities, including direct responsibility for accounting, finance, forecasting, financial planning, facility operations, and human resources.

Key Responsibilities

Strategy

Provide strategic recommendations to the Artistic Director based on financial analysis and projections, cost identification and allocation, and revenue / expense analysis.
Oversee long-term budgetary planning and cost management according to ICA Miami's mission, and strategic objectives.
Apply stewardship and engage the Finance and Investment Committee members around issues, trends, and changes in the operating and operational delivery models.
Work collaboratively with ICA Miami's management team to develop strategies for the museum as a whole and for related projects, including capital improvements.

Team Management

Develop and manage approximately five direct reports.

Engage other management team members to facilitate cross-department collaboration that ensures that all financial, business operations, facility operations, and human resources positively support the museum's strategic and operational needs.

Financial Management

Guide the preparation and approval of all financial reporting materials for the organization and boards of directors; prepare and communicate monthly and annual financial statements.

Manage cash flow and forecasting; direct all financial, project-based, and departmental accounting.

Oversee the development and implementation of budgets, monitor progress, and present operational metrics both internally and externally.

nsure that finance staff maintains financial record systems following Generally Accepted Accounting Principles (GAAP) and Financial Accounting Standards Board (FASB).

Coordinate all audit activities.

Review and manage finance procedures, processes, and administration, and make recommendations for their improvement.

Manage endowment investments reporting.

Assure legal compliance with all local, state, and federal tax filings and regulations.

Monitor bank accounts, investments, and cash flow.

Maintain close banking and investment, auditing, and legal relationships.

Review monthly account reconciliations, disbursement and receipt reports, and general ledger activity.

Assist with the invoicing of donors.

Oversee the annual audit process and 990 preparation.

Prepare and submit administrative filings, including annual tangible personal property tax return, corporate yearly report and filing, and yearly charitable solicitation registration.

Facilities and Operations

Oversee the museum's overall and day-to-day operations, including the condition and safeguarding of the Museum facility and grounds.

Manage success of ICA Miami shop by projecting and monitoring revenue, managing staffing, and considering inventory.

Supervise and meet regularly with the Facility Manager and Operations Manager to ensure all operations and facility-related systems are functioning effectively and efficiently.

Understand essential building systems and can serve as the backup to the Facility Manager when needed.

Meet regularly with facility vendors to ensure we are getting the highest level of service.

Monitor the facility budget.

Proposes capital building improvements and maintenance, as needed.

Develop, along with the Facility Manager and Facility Committee Chair, a long-term facility budget and plan.

Provide regular reports on the facility to the Facility Committee Chair and participates in and leads quarterly Facility Committee meetings.

Oversee the effective and efficient use of the office space and office equipment.

Communicate and explain new directives, policies, and procedures to management and employees.

Consult with the external IT consultant to ensure safe and effective use of technology and to address any IT related issues or concerns.

Human Resources

Oversight of human resources department ensuring that all employment laws are followed, assisting in developing policies and keeping the workplace environment safe.

Oversees and reviews payroll and retirement plan contribution processing.

Maintains personnel files and all human resources records.

On-boards new staff and processes all new hire paperwork, including benefits.

Answers benefit related questions and coordinates with benefit plan providers, as needed.

Leads the annual insurance open enrollment process and coordinates renewals with our benefit providers.

Assist with drafting job descriptions, job postings, and job offer letters.

Assists in the hiring process, as needed.

Liaisons with the museum's external Human Resources consultant for guidance on critical human resources issues and policies to resolve employee-related issues.

Consults with the outside Labor Lawyer for any employee issues or policies, as deemed necessary.

Prepares and distributes employee policies and compliance notices.

The museum is managed by a small, agile team of professionals. Other duties may be assigned, and the responsibilities of the Director may change over time.

Candidate Profile

The Director of Finance & Operations at ICA Miami will be a strategic and results-driven leader with a track record of success in similar roles of progressively greater responsibility. They will have a strong finance background with experience in facility management and human resources, excellent relationship building, and impeccable communication skills. A strong complement to the Artistic Director, the Director of Finance & Operations will be relied upon for their excellent business judgment, analytical mindset, capacity for flexibility and adaptability to shifting projects and needs, and sound and influential decision-making abilities.

The ideal candidate will have at least seven years of financial leadership experience with demonstrated success. A bachelor's degree is required, and an MBA or CPA is highly desired. Candidates from all backgrounds and sectors are highly encouraged to apply.

ICA Miami is committed to a diverse and inclusive workplace and to provide equal employment opportunities to all persons without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, age, genetic information, disability, or military service.

The above statements are intended to describe the general nature and level of work required of this position. They are not intended to be an exhaustive list of all duties, responsibilities or skills associated with this position or the personnel so classified. While this job description is intended to be an accurate reflection of this position, management reserves the right to revise this or any job description at its discretion at any time.

Compensation & Benefits

This is a full-time, exempt position with attractive comprehensive benefits.

Compensation will be commensurate with experience with a starting salary of no less than $150,000.

Contact

Please submit a compelling cover letter describing your motivation and requisite experience as well as your resume by February 28, 2025 to : jobs@icamiami.org

Salary : $150,000

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