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Director of Finance and Administration

Job Description

The Director of Finance and Administration is a key senior team member working to fulfill the mission of Lake Champlain Maritime Museum. The position reports directly to the Executive Director and works closely with the Senior Staff team and Finance Committee of the Board to manage all financial, administrative, and human resources matters, including managing the annual budget of $1.5-1.9 million. They oversee the financial health of the organization including general bookkeeping, managing all financial aspects of grants, and leading financial reporting (including cash flow tracking, monthly and annual reporting, and budget forecasting). An important role of this position will be collaborating and communicating with all departments of the Museum to ensure a cohesive and organized financial system. In addition, the position is responsible for administrative management of HR, benefits programs, business insurances, payroll, and IT systems.
At Lake Champlain Maritime Museum, we are committed to using our skills as historians, archaeologists, and educators to help make systemic change in our work and in the museum field. As part of this, we have spent the past two years working to remove barriers to access and pursuing new research projects that shine a light on untold stories of women and people of color in the Champlain Valley. Yet, we recognize that there is more work to do to create space, challenge bias, and dismantle systems that reinforce inequality. This position will play a critical role in ensuring that our internal systems and management reflect our commitment to justice, equity, diversity, and inclusion. We are committed to improving our experience with the Museum for all people who work with us and connect with us and are looking for a candidate who is excited to join us in this important work.


Financial Leadership
  • Develop and monitor the operating and capital budgets while overseeing the accounting and related financial activities of the Museum, including the preparation of monthly and annual financial statements; project and grant reports to ensure compliance with requirements and polices of funding sources; and cash flow statements that will assist the Director, the department heads, and the Board in the management and governance of the institution
  • Oversee the financial aspect of earned income activities of the Museum, such as the Museum Shop, admissions, programs, and special event revenues
  • Work closely with the Executive Director, Treasurer, and Finance Committee of the Board in support of the effective oversight of the Museum’s financial assets, including its restricted, temporarily restricted, and operating assets
  • Serve as main point of contact for independent auditors to complete the annual financial statement audit and IRS Form 990, preparing supporting schedules and providing backup documentation as required
  • Manage accounts payable and receivable, invoicing, cash receipts and other bookkeeping functions, including regular transactions into QuickBooks
  • Monthly reconciliations of the museums accounts and cash transaction systems (Little Green Light, Square, Cognito Forms, etc.)
  • Manage financial back end for the Museum’s retail store (TAM) and assist with inventory procedures
Grants and Contracts
  • Manage state and federal reimbursement grant finances, invoices, and payments
  • Create and track grant finance reports
  • Support the creation of budgets for grant applications with Development office and program teams
  • Payroll: Manage payroll for all employees (currently internal, with the option to switch to external payroll processer)
  • Audits and Filings: Coordinate annual workers compensation audit, insurance audit, and any other required fillings
  • Insurance: Assist the Executive Director in monitoring the Museum’s insurance and risk management program as it applies to its facilities and collections, manage annual insurance renewals
Human Resources
  • Oversee the benefits program for its staff, including the health insurance and retirement programs (currently internal, with the option to switch to external benefits administrator)
  • Manage new staff on-boarding, including new hire paperwork
  • Manage annual review process for all staff
  • Support access to staff trainings and professional development opportunities
IT Systems
  • Manage museum-wide IT networks, systems, and technology (currently internal, with the option to switch to external IT contractor)
  • Manage computers and printers, including tracking computer purchases and upgrades
  • Work with external consultants and contractors as needed

Qualifications, Skills, and Attributes

  • A minimum of 3 years of financial management experience with a degree in accounting, finance, business, or related field (or equivalent experience)
  • Knowledge of federal, state and foundation grant accounting, compliance reporting
  • An understanding of GAAP standards, accrual accounting, and grant reporting
  • Proficiency with QuickBooks and Excel
  • Experience in nonprofit finance, board reporting, and endowment management
  • Strong organizational and communication skills
  • Experience or strong interest in working with museums or non-profits
  • Ability to organize and prioritize tasks, including strong communication skills
  • Strong interpersonal and collaborative team skills
  • An interest and commitment to DEI/representative work in museums
  • A commitment to collaboration and an enthusiasm for Lake Champlain, its history, and its future