Finance Administrator - Exhibition

The Natural History Museum of Los Angeles County (“NHMLAC”) was the first museum in L.A. to open its doors 111 years ago and is poised for an exciting new era as it plans for the future. Having recently completed a new strategic framework, the Natural History Museums of Los Angeles County—including NHM at Exposition Park, La Brea Tar Pits and Museum in mid-Wilshire, and the William S. Hart Museum in Newhall—is looking forward to new building projects and campaigns, exhibitions, community outreach, and innovative audience engagement. 

The Natural History Museum of Los Angeles County values and endeavors to support diversity, equity, inclusion, and access within its organization and communities. Candidates who identify as Black, Indigenous, or a Person of Color (BIPOC), neurodiverse, a woman, a person with a disability, a veteran, and/or a part of the LGBTQAI community are welcome and encouraged to apply. 

The NHMLAC is seeking a Finance Administrator for our Exhibitions department.  The Finance Administrator works closely with the AVP, Exhibitions to provides advanced financially related tasks of the Exhibitions Department and reports to the Associate VP, Exhibitions and works directly with the Director of Exhibitions and our Finance Department. This individual is responsible for the coordination of the accounting, invoicing, expense account processing, financial system processing, budget management and reporting and overall financial administration of the department at the Natural History Museum. It is an exciting time as we embark on new journeys of becoming a museum of, for, and with L.A.

Responsibilities for this position include, but are not limited to:

• Process all financial documents including purchase orders, invoices, check requests, expense reports, credit card reports, travel requests, and reconcile petty cash accounts.

• Reporting: Provide monthly financial reports to Budget Managers and prepare ad-hoc financial analyses and reports as needed. Analyze and flag financial trends for Budget Managers & Senior Management.

• Travel: Train and advise staff on the Museum’s travel protocol and compliance. Work closely with the Department Assistant to book national and international travel arrangements. Request travel advances, reimbursements, and reconcile receipts for staff, vendors, and exhibition couriers.

• Grants: Active grant budget oversight, documentation, and reporting. Responsible for ensuring grant compliance in all financial transactions including procurement. Work closely with the Advancement and Finance department on meeting the Museum’s grant report deadlines and Federal & State Audit compliance requirements when applicable.

• Contract Management: Develops, circulates, and tracks for approval department legal contracts, agreements, and amendments. Ensure all contracts have the correct supporting documents and are being correctly charged to the correct budget. Follow up with signing parties to ensure contracts are completed in a timely manner.

• Staff Training: Train staff on general financial procedures, financial software, submission of paperwork, and procurement rules. Keep staff up to date on rule changes.

• Physical and Digital Archiving: Archives all critical documents according to protocol including grant documentation in the Exhibition Department and the Finance Department Archive.

This position has the following requirements:    

• Conduct: Must act with integrity and an ability to carry oneself with the demeanor, professionalism, and flexibility needed for the position and its interaction with others.

• Team: Has demonstrated ability to be a team player and work with others across the organization. Ability to collaborate effectively with all levels within an organization.

• Initiative: Must possess initiative, strong personal work ethic and good judgment.

• Self-Management: Has the capability to organize and prioritize work independently in order to meet agreed upon deadlines. Able to work under pressure and within tight deadlines, and manage multiple projects and tasks at the same time.

• Organization: Must be extremely organized and willing to help keep others organized.

• Communication: Demonstrated excellence in oral and written communication. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

• Writing Skills: Ability to write reports, itineraries, and business/professional correspondence.

• Computer Experience and Skills: Must be proficient using a personal computer with a fast typing speed. MS Office and intermediate-level skills in Word, Excel, PowerPoint and Outlook functions (PC and Macintosh).

• Excellent credit score required at time of hire and must be maintained throughout employment.

• A.A or Bachelor's degree preferred from an accredited institution. Position requires three years of experience in a comparable role. Experience working

The NHMLAC is especially interested in candidates whose background and experience have prepared them to contribute to our commitment to engagement and inclusion with culturally diverse audiences in museum and in sciences.

The NHMLAC is seeking applicants who have demonstrated experience and commitment to working with a diverse community. Salary range for this position is 29.35 - $31.57 with experience plus excellent benefits. This is a full time regular, non-exempt position. 

A cover letter, current resume, and list of 3-4 references are required for all applicants. Review of applications begins immediately and continues until the position is filled. Interested candidates, please visit www.nhmlac.org/careers-our-museums  and click the link of the position you are interested or go directly to the online application.

The Natural History Museum of Los Angeles County is an Equal Opportunity Employer.