Director of Finance and Operations
Position Title: Director of Finance and Operations
Salary: Commensurate with Experience and Education
Benefits: Group medical and ancillary insurance benefits; retirement plan; paid time off
Category/Status: Full-Time, Exempt
Level: Senior Management, Experienced
Reports to: Executive Director
Direct Reports: Operations Manager
Position Overview:
The Director of Finance and Operations (DFO) is responsible for the administration of all financial matters for the Rothko Chapel including but not limited to the operating budget and capital budget, business analytics, fiscal strategic planning and financial reporting. The Director oversees capital projects and plays a key role in asset management from both financial and operational perspectives. The Director provides leadership and direction in the development of best practices in all financial and operational areas, monitors the organization’s long-term and short-term business plans, and identifies and mitigates areas of potential risk. This position also oversees human resources, risk management, and facility operations. The Director evaluates infrastructure and operations and ensures effective and streamlined systems are in place. The Director works closely with the Executive Director, as well as the Board of Directors and serves on key board committees.
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Finance and Administration
- Prepare and administer annual operating budget and work with department managers in the development and management of departmental budgets
- Manage contract accountant and bookkeeper and produce monthly, quarterly and year-end financial statements including budget-to-actual analysis in a timely manner
- Ensure key transaction systems (including fundraising, gift shop sales, rental and private services, program admission and tickets) are efficiently implemented and regularly reconciled to the general ledger
- Ensure internal control systems are properly designed and implemented
- Oversee cash management including development of cash flow reports
- Maintain banking and investment relationships and oversee performance of investment portfolio within established policies and investment guidelines
- Ensure timely completion of annual independent audit and filing of 990
- Manage relationships with insurance brokers and maintain all insurance policies
- Provide staff support to Finance Committee
Capital Projects and Facility Operations
- Attend all OAC meetings, site planning committee meetings and task groups
- Develop and monitor capital project budgets and prepare cash flow reports
- Provide staff support to Site Planning Committee
- Work closely with Project Manager and Construction Manager to ensure technical and administrative understanding and control of the project
- Provide timely communication to Executive Director on project status including technical issues, change orders, schedule delays and budget issues
- Oversee and appropriately file contracts, agreements, proposals, change orders and ensure compliance with public and private entities
- Support internal and external communications and community relations efforts including arranging tours for a variety of stakeholders
- Oversee development of the Facility Operations Manual and Preventive Maintenance Plan
- Ensure buildings are up to code and all permits and inspections are secured in compliance with requirements; maintain relationships with COH, HPD, HFD
- Oversee emergency preparedness planning
- Ensure appropriate COIs obtained from contractors
- Ensure artwork preventive conservation schedules, environmental controls, condition monitoring and reporting practices are followed
Human Resources
- Create and post job announcements, screen applicants, support interview process, and conduct background checks
- Prepare employment letters, create new hire files and oversee orientation for new employees
- Maintain personnel records including documenting hiring and terminations, position descriptions, compensation changes and performance reviews
- Oversee bookkeeper’s processing of payroll and review payroll reports including leave requests
- Manage relationship with benefits brokers, administer and annually evaluate benefit package,
- Monitor and report on retirement plan performance and file Form 5500
- Oversee biannual compensation review and prepare recommendations for Executive Director
- In consultation with Executive Director and legal counsel ensure that the Employee Manual and employment practices are up to date and comply with state and federal laws
- Ensure human resource practices are aligned with the organization’s values of inclusion, professionalism, equity, diversity and support the highest standards of employee performance and engagement
- Address and document employee grievances, disciplinary actions, terminations
- Oversee worker’s compensation policy, claims, and audit
Other duties as assigned
Experience and Educational Requirements
- At least 7-10 years of non-profit operations and financial management at senior management level with experience developing operating budgets, actual-to-budget analysis, cash flow projections
- Ability to create, analyze, and report on complex fiscal and administrative data.
- Demonstrated leadership qualities and skills including strategic planning, critical thinking through self-direction, and initiative
- Government and foundation grant reporting
- Proficient in QuickBooks
- Demonstrated experience and knowledge of human resources and best practices
- Experience with facilities management and capital construction projects
- Effective collaborator with excellent interpersonal, oral and written communication skills
- Ability to advance equity and inclusion in a management role with diverse staff and external contractors, consultants and constituents
- Bachelor’s degree in business, fiscal management, public administration or related field
- Master’s Degree preferred
To apply, please email letter of interest, resume, and three professional references to hr@rothkochapel.org.
No phone calls please.
The Rothko Chapel is an Equal Opportunity Employer and values and encourages a diverse workforce.
become a Rothko Chapel intern
Our interns are involved in activities that can range from office support to more substantive projects, depending on the needs of the organization and your skills.
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internship opportunities
The Rothko Chapel is always looking for dedicated individuals who possess a strong interest in the areas of art, spirituality, and human rights, and who seek to gain valuable experience working within a non-profit organization. Internship opportunities are made available on a case-by-case basis, and are customized depending on the applicant’s area of interests, skills and past work experience, and duration of commitment, availability, and the organizations’ needs.
INTERNSHIP TERMS
Fall – Winter
September – December
Winter – Spring
January – May
Summer
June – August
Archives Intern - Spring 2020
INTERNSHIP DESCRIPTION
The Rothko Chapel seeks an enthusiastic intern to work in the Rothko Chapel archives. The unpaid internship provide an invaluable opportunity for a student or post-grad interested in pursuing studies or a career in archives, library science, or the non-profit sector. The Rothko Chapel Archive contains over 400,000 items stored in archival quality boxes and filing cabinets documenting the Chapel’s history since its founding in 1971. The fall internship will consist of a variety of tasks in support of the ongoing maintenance and strengthening of the Rothko Chapel Archive. The intern will process collections, catalog and process books, help prepare information and collections for research, and perform any other function necessary to the operation of the Rothko Chapel Archive. This internship position reports to the Director of Programs and Community Engagement.
JOB DUTIES AND REQUIREMENTS
• Process incoming and backlogged collections by accessioning them into the main collection.
• Organizing archival materials
• Re-housing documents in acid-free folders and containers
• Arrange, describe, and manage inventory using ArchivesSpace
• Assist researchers on-site electronically with reference requests
• Lift boxes of no more than 50 lbs.
• Manage the digitization of the collection, using internal and external resources as needed
QUALIFICATIONS
• Strong organizational skills required
• Must be detail oriented with excellent research skills
• Strong communication skills, both written and verbal
• Ability to work independently with little or no supervision
• Ability to work in a team and to prioritize projects
• Goal oriented with exceptional time management
• Competency working with databases and in Microsoft Office systems
• Experience working in archives or libraries is preferred
TERMS
Unpaid/Volunteer Internship (January-May 2020) with the possibility of an extension
Work an average of 20 hours per week (schedule is flexible)
To apply, please email letter of interest and resume to hr@rothkochapel.org.
No phone calls please.
The Rothko Chapel is an Equal Opportunity Employer and values and encourages a diverse workforce.
