Finance and Operations Manager

The Finance and Operations Manager is responsible for the accurate and efficient administration of CUE Art Foundation’s financial and operational processes. The position will be supervised by and work closely with CUE’s Executive Director. They will also work directly with other staff to ensure the success of CUE’s programs and mission-driven activity.

The Finance and Operations Manager’s role includes day-to-day financial management, (i.e. bookkeeping oversight, reporting, compliance, insurances, benefits administration), as well as long-term activity such as annual audits and the development of policies, procedures, and strategic plans. The ideal candidate will have a high level of attention to detail, while also being able to think in big picture terms to support activity that appropriately and responsibly promotes the financial and administrative health of a small arts organization.

The ideal candidate for this position will be a motivated individual who is interested in joining a small team of passionate people. They will be mission-driven and interested in the ecosystems and communities of arts engagement in New York City and more broadly. They will also share in our commitment to the values of access, equity, and justice.

AREAS OF WORK

-Management of bookkeeping and financial processes
-Implementation of organization’s compliance with all regulatory, legal, grant, and tax requirements
-Execution of financial analysis and financial plans and reports
-Development and refinement of organizational policies and procedures
-Maintenance of employee benefits, insurances, subscriptions, equipment, and other operations-related items and activities
-Coordination of Board of Directors meetings and engagement

SPECIFIC RESPONSIBILITIES

Financial Administration:

-Work with Executive Director to set annual budgetary goals
-Assess progress of income and expenses against budget; develop reports at monthly and quarterly intervals and on request
-Manage organizational cash flow, including reporting on actuals and forecasting of projected values
-Work with organization’s part-time bookkeeper to ensure proper documentation and classification of all income and expenses in CUE’s accounting system
-Manage invoicing and conduct regular reviews of accounts receivable and accounts payable
-Conduct monthly bank reconciliations in collaboration with bookkeeper
-Learn, understand, and suggest refinements to organization’s chart of accounts and classes as related to operating budget
-Regularly review balance sheet and cultivate strong understanding of organization’s assets and liabilities
-Manage preparation of organization’s annual audit and development of IRS Form 990 in collaboration with the Executive Director, bookkeeper, auditor, and board Finance Committee
-Prepare clear, coherent financial reports for Executive Director and Board of Directors
-Prepare and review organizational and project budgets for grant-related activity
-Manage schedules of restricted income and prepaid expenses for grants and specific projects

Compliance:

-Work with Executive Director to create culture of care, efficiency, and thoughtful strategy in relation to compliance-related activity
-Coordinate compliance-related processes and documentation, including but not limited to employment regulations, onboarding, taxes, grant materials, insurances, and other legal requirements
-Maintain, assess, and renew organizational insurance policies
-Manage and minimize organizational risk; anticipate potential issues and proactively suggest solutions

Board Support:

-Assist in preparation of materials for board meetings, including agendas, meeting minutes, and financial and programmatic reports
-Schedule board meetings and board committee meetings; track board attendance and take notes during meetings
-Maintain roster of board members with affiliations and committees

General:

-Assist Executive Director in management and operational duties
-Review, assess, and maintain all subscriptions and equipment in collaboration with other staff
-Review and address issues with software, technology, and servers; communicate with IT consultant in collaboration with other staff
-Create and refine organizational documents in relation to employee practices, fiscal processes, and board activity
-Assist in the development and implementation of strategic plans
-Represent and promote the mission and vision of CUE Art Foundation to the public, peers, and other stakeholders
-Attend occasional programs and events off-site and after hours as required
-Other duties as requested and assigned

Requirements

CUE Art Foundation recognizes that individuals have diverse life experiences and trajectories that may qualify them for this role, and prioritizes characteristics, skills, and lived experience that will allow for a candidate to undertake the role and learn from CUE’s context in ways that support both the organization and the employee’s future career goals. The qualifications listed below are simply a guideline, and we encourage those who do not meet them all but believe they are a great fit to apply anyway.

Background:

-At least four years of experience in nonprofit financial administration, demonstrating progressively greater responsibility and understanding of financial processes
-Experience with non-profit audit cycle and process
-Fluency in budgeting, planning, and strategy as well as tracking, reporting, and cash flow
-Knowledge of financial and administrative tools and software

Management and Administrative Skills:

-Excellent written and oral communication skills; ability to develop clear and concise language and reports
-Strong organizational, administrative, and time­ management skills with attention to detail; ability to understand big picture goals and needs and translate them to smaller scale tasks to implement projects with accuracy and efficiency
-Comfort with fast-paced environment and tight deadlines; ability to prioritize multiple projects while meeting deadlines and maintaining high quality of work
-Excellent interpersonal skills; ability to develop and manage relationships with diverse audiences; ability to exercise keen judgment and maintain trust and discretion
-Propensity for teamwork; desire to collaborate with others and ability to engage with diverse people working toward common goals
-Apt problem solving skills; ability to think creatively to develop practical solutions and willingness to work effectively both with and without standards, templates, and supervision

Technical Skills:

-Knowledge of Quickbooks or other accounting software; ability to work with Quickbooks Online platform and other financial tools
-Experience with payroll processing, insurance, tax, grant, and regulatory tools and platforms
-Proficiency with Google Drive Suite, Excel, Word, presentation software; experience with CRM and database tools is a plus

Character and Motivation:

-Problem solver who is motivated to mitigate and resolve issues and challenges that arise
-Creative thinker who enjoys innovating both independently and in a team context
-Quick learner who is able to pick up new tools and learn new processes quickly
-Teamworker who is motivated, highly organized, and self-directed when necessary
-Energetic presence, with spirit of resourcefulness, flexibility, commitment, and optimism