Job description
Formed in 1998, the Arts Education Collaborative (AEC) offers programs and resources that support quality arts education in southwestern Pennsylvania. This includes reaching school districts, arts and culture organizations, community members, and policymakers as they work to impact children and youth in the region. Carnegie Museums of Pittsburgh is interested in candidates who, through their experience and collaborations, will contribute to diversity and excellence of the Carnegie Museums community.The Manager of Operations is responsible for the oversight of day-to-day operations of the Arts Education Collaborative (AEC) including serving as the primary point of contact to business service vendors and Finance, Advancement and Community Engagement, Human Resources, and Information Technology departments of Carnegie Museums of Pittsburgh to coordinate and ensure compliance with policies and procedures. Responsible for all of AEC’s accounting needs including managing transactions and developing budgets; works with AEC staff to prepare contracts for external service providers and track payments. Will guide the day-to-day operations of the AEC including ordering supplies and maintaining AEC’s customer relationship management database. Responsible for developing, monitoring and reporting on all budgets as well as preparing reports, as necessary. Initiates independent actions and organizes own work; accomplishes responsibilities with limited supervision; meets established deadlines with ability to prioritize workflow and to handle multiple projects. Demonstrates a commitment to racial justice and educational equity and inclusion for students, educators, partners, and AEC staff.
Expected Salary range based on experience is $35,000 up to $50,000.
This Full-Time position is eligible for the Carnegie Museums of Pittsburgh’s many Benefits.
EDUCATION AND EXPERIENCE:
- High school diploma and at least five years of experience in accounting, budgeting and financial management required.
- Prior experience with Financial Edge, Microsoft Excel, and Salesforce required.
- Bachelor’s or equivalent preferred.
- Non-profit accounting skills, superior organizational skills and attention to detail.
- Ability to work collaboratively as a member of a team in an administrative environment and to handle tactfully, effectively, and confidentially a high level of internal and external material.
- Flexibility to interact effectively with a variety of constituents in the field, supporting AEC’s commitment to equity, diversity, and inclusion.
- Experience with financial and customer relationship management software and online platforms.
- Skilled at creating formatted spreadsheets and mail merges, prior experience with Salesforce, and comfortable learning new digital systems.
- A demonstrated interest in the arts and arts education is preferred.
- Work is primarily sedentary in nature, no special demands are required.
- Act as liaison to the Carnegie Museums of Pittsburgh (CMP) financial department.
- Manages all transactions with CMP financial office, including but not limited to accounts payable, payroll, journal entries, deposits, expense reports, fund transfers, and purchasing card reconciliations.
- Prepare invoices and monitor for prompt payment, with follow-up as necessary.
- Prepares operating budget, documentation and justification, prepares and reviews short-term and long-term budget forecasts, advises the executive director on specific requests for expenditures of funds and monitors and controls budgets through schedules and reports in order to make effective use of resources and ensure smooth operations.
- Ensures compliance with CMP’s financial processes and procedures.
- Oversee day-to-day operations and provide administrative support to include but not limited to – answer phones, order supplies, prepare contracts, prepare materials and agenda for meetings and events, reserve rooms and venues, arrange catering services, draft minutes at meetings, maintain school and arts partner artlook liaison network, update AEC’s database, update or add items to the project management platform, register individuals or AEC staff for conferences, maintain memberships, respond or redirect inquiries, schedule meetings, and arrange travel.
- Serves as liaison to contractors, and providers.
- Makes recommendations to the executive director for modification or discontinuation of contractors and providers.
- Interacts with constituents to build and maintain an excellent working relationship.
- Displays courtesy, sensitivity and a positive demeanor in dealing with the public, partners, vendors, volunteers and staff as a representative of AEC.
- Maintain database and paper-files pertaining to grants and gifts. Records, tracks, and assists in the preparation of funding applications and reports.
- Coordinates, prepares and packages materials, forms and information for grant applications; monitors progress of grant disbursals and report preparation.
- Perform additional duties, as required.
Carnegie Museums is an Equal Opportunity-Affirmative Action Employer – Minorities / Females / Veterans / Individuals with Disabilities / Sexual Orientation / Gender Identity
The above job description reflects the essential functions and qualifications for the position identified, and shall not be construed as a detailed description of all the work requirements that may be inherent in the position. The job description does not constitute an employment contract and does not alter the at-will relationship between CMP and the employee.
- GUIDANCE ON ESSENTIAL FUNCTIONS: The Americans with Disabilities Act (“ADA”) requires employers to consider and accommodate qualified individuals with disabilities. An individual is qualified if he or she can perform the essential functions of a job with or without reasonable accommodation. An essential job function is any task that is a fundamental part of the job. When considering essentiality, one must focus upon whether the function is essential to this particular job and not to the department as a whole. Some additional guidance on essential functions follows below. Please note that the following guidelines are non-exhaustive. If you have any questions or need additional guidance, please contact Human Resources. A. Is the function required to be performed on a regular basis? If the function is rarely performed, it may not be essential. B. Is the function highly specialized? Is the incumbent hired for his/her expertise or ability to perform the function? The need for special expertise is an indication of an essential function. C. Does the position exist, at least in part, to perform the function? If so, the function is more likely to be essential. D. How much time is spent performing the function and how often? Note that even functions performed 10% of the time could be essential if they are required on a regular basis. E. Would elimination of the function fundamentally alter the job? If so, the function is more likely to be essential. F. What are the consequences of not requiring the incumbent to perform the function? If they are significant, the function is more likely to be essential. G. Are there a limited number of employees among whom the performance of the function could be distributed if the incumbent could not perform it? If so, it is more likely to be essential.
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