Summary: The Manager of Finance and Administration is a member of the McClung Museum’s senior management team, reporting to the museum’s Executive Director, is the chief financial spokesperson for the museum, providing leadership and strategy for the effective and transparent financial operations of the McClung and the museum’s general administration and operations. The Manager will supervise the museum’s Administrative Coordinator.
The Manager of Finance and Administration will work with the museum team, as well as external partners such as vendors and consultants, and is expected to unite multiple constituents among key internal and external stakeholders, ensuring financial accountability for a healthy, sustainable operating environment. This position will be responsible to ensure that the McClung Museum complies with financial and administrative policies and guidelines defined by the University of Tennessee.
Roles and Responsibilities:
Administrative Related Essential Roles and Responsibilities (40%). Essential functions of the position include but are not limited to the following:
- Contribute to shaping and achieving the museums’ mission, goals, objectives, and practices and ensuring their integration with departmental goals and activities; making certain that staff, volunteers, the public, and other constituents understand them.
- Develop and maintain a long-range plan for areas of responsibility with strategic directions consistent with the museums’ mission, values, goals, and objectives.
- Regularly review and discuss with other members of the team strategies to enhance the museum’s practices and policies or to resolve matters of concern.
- Interact with main divisions from the University of Tennessee that are in control of administrative processes that the museum has to follow or comply with, including the offices of the Provost and the Vice Chancellor for Finance and Administration.
- Develop and maintain good relations with university officials and other community groups and associations.
- Ensure compliance with all applicable laws and policies impacting the Museum. Represent the museum regarding administration issues, audits, maintenance and contracts.
Financial Related Essential Roles and Responsibilities (40%). Essential functions of the position include but are not limited to the following:
- Proactively manages all available resources.
- Develop projections for current and future years’ funding for operating and long range goals, identifying sources for support as well as a level of need, working with the museum’s Director of Advancement, the Office of the Provost, and other divisions and departments at the University of Tennessee.
- Interact with main divisions from the University of Tennessee that are in control of financial processes that the museum has to follow or comply with, including the offices of the Provost, the Vice Chancellor for Finance and Administration, and the Vice Chancellor for Advancement; the Office of Research, Innovation and Economic Development; and UT’s Foundation.
- Drive the annual budget process and the monthly reporting, coordinates issuance of annual financial statements, and prepares all necessary reports to ensure compliance with reporting requirements.
- Coordinate financial functions with various museum personnel. Establish and enforce internal control processes required to manage and grow the organization.
- Ensure the museum’s operational controls, and administrative and reporting procedures meet operational and financial targets.
- Oversee preparation of the financial portion of grant applications, reports, and billing to ensure compliance with requirements and policies of funding sources.
- Structure, negotiate, and finalize contracts and purchases.
- Effectively lead and coach their reports; train other museum staff as needed.
Operational Related Essential Roles and Responsibilities (20%). Essential functions of the position include but are not limited to the following:
- Serve as point of contact with key divisions from the University of Tennessee that provide services to the museum, including the Police Department, Central Alarm, Building Services, and Facility Services.
- Collaborate with the Senior Management team to review, revise, and implement plans for operational processes, internal infrastructures, reporting systems, personnel, and museum policies all designed to foster growth, efficiency, and sustainability of the museum.
- Work with the Manager of Exhibitions and Physical Experiences and the Coordinator of Visitor Services to ensure that appropriate standards for museum infrastructure and public services are met.
- Develop and implement annual operating plan based on long-range plan strategies and objectives; actively engages appropriate staff in planning and implementation of the plan.
- Regularly evaluate operations, monitoring quality and cost-effectiveness compared to intended results. Take corrective actions as necessary to resolve inappropriate conditions, obtaining approval as needed.
- Ensure that overall facilities and security plans are followed and that facilities are maintained to address environmental, collections, security, staff, and visitor needs.
- Maintain continuous lines of communication, provide timely, accurate and complete reports on the status of projects and the operating condition of the organization.
- Perform other duties as needed, or as assigned by the Executive Director.
Required Competencies and Qualifications:
- In-depth knowledge of accounting principles currently in place at the University of Tennessee.
- Knowledge of developing, tracking, and reporting on budgets.
- Skills related with management and supervising teams, including techniques of planning and delegating tasks.
- Strong leadership, decision-making, interpersonal, planning, staff management, and organizational skills.
- Strong presentation, written and verbal communication skills.
- Possess problem-solving, conflict resolution, meeting management, and time management skills.
- In-depth knowledge of Office 365 and other IT tools.
- Ability to collaborate with staff to raise awareness and knowledge of fiscal management.
- Ability to effectively interface with contractors, University and museum staff, and volunteers, as well as visitors and museum members as needed.
Preferred Skills and Knowledge:
- Working knowledge of museum management, administration, and operation principles and practices.
- Knowledge of some or all the different systems that the University of Tennessee uses for administration, financial, and operational purposes, including IRIS, Concur, and Cayuse.
- Knowledge of SAP-based solutions, as the University of Tennessee is transitioning into that system.
- Bachelor’s degree
- A minimum of three years of experience in administration and finance in universities, non-profit or public institutions.
- Master’s degree in Public Administration, Master in Arts Administration, or related field.
- Two years of experience in administration and finance in museums, libraries, galleries, or similar organizations.
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