The Opportunity

As a vital member of the Senior Management Team, the Director of Finance will report to the Artistic Director and assume a strategic role in the museum's overall financial management. The Director of Finance will have primary day-to-day responsibility for planning, implementing, managing, and controlling all the museum's financial-related and operational activities, including direct responsibility for accounting, finance, forecasting, financial planning, facility operations, and human resources. 

Key Responsibilities

 Strategy

• Provide strategic recommendations to the Artistic Director based on financial analysis and projections, cost identification and allocation, and revenue/expense analysis.
• Oversee long-term budgetary planning and cost management according to ICA, Miami's mission, and strategic objectives.
• Apply stewardship and engage the Finance and Investment Committee members around issues, trends, and changes in the operating and operational delivery models.
• Work collaboratively with ICA, Miami's management team to develop strategies for the museum as a whole and for related projects, including capital improvements.

Team Management

• Develop and manage five direct reports.
• Engage other management team members to facilitate cross-department collaboration that ensures that all financial, business operations, facility operations, and human resources positively support the museum's strategic and operational needs.

Financial Management

• Guide the preparation and approval of all financial reporting materials for the organization and boards of directors; prepare and communicate monthly and annual financial statements.
• Manage cash flow and forecasting; direct all financial, project-based, and departmental accounting.
• Oversee the development and implementation of budgets, monitor progress, and present operational metrics both internally and externally.
• Ensure that finance staff maintains financial record systems following Generally Accepted Accounting Principles (GAAP) and Financial Accounting Standards Board (FASB).
• Coordinate all audit activities.
• Review and manage finance procedures, processes, and administration, and make recommendations for their improvement.
• Manage endowment investments reporting.
• Assure legal compliance with all local, state, and federal tax filings and regulations.
• Monitor bank accounts, investments, and cash flow.
• Maintain close banking and investment, auditing, and legal relationships.
• Review monthly account reconciliations, disbursement and receipt reports, and general ledger activity.
• Assist with the invoicing of donors.
• Oversee the annual audit process and 990 preparation.
• Prepare and submits administrative filings, including annual tangible personal property tax return, corporate yearly report and filing, and yearly charitable solicitation registration.

Facilities and Operations

• Oversee the museum's overall and day-to-day operations, including the condition and safeguarding of the Museum facility and grounds.
• Supervise and meets regularly with the Facility Manager and Operations Manager to ensure all operations and facility-related systems are functioning effectively and efficiently.
• Understand essential building systems and can serve as the backup to the Facility Manager when needed.
• Meet regularly with facility vendors to ensure we are getting the highest level of service.
• Monitor the facility budget.
• Proposes capital building improvements and maintenance, as needed.
• Develop, along with the Facility Manager and Facility Committee Chair, a long-term facility budget and plan.
• Provide regular reports on the facility to the Facility Committee Chair and participates in and leads quarterly Facility Committee meetings.
• Oversee the effective and efficient use of the office space and office equipment.
• Communicate and explain new directives, policies, and procedures to management and employees.
• Consult with the external IT consultant to ensure safe and effective use of technology and to address any IT related issues or concerns.

Human Resources

• Oversite of human resources department ensuring that all employment laws are followed, assist in developing policies and keeping the workplace environment safe.
• Oversees and reviews payroll and retirement plan contribution processing.
• Maintains personnel files and all human resources records.
• On-boards new staff and processes all new hire paperwork, including benefits.
• Answers benefit related questions and coordinates with benefit plan providers, as needed.
• Leads the annual insurance open enrollment process and coordinates renewals with our benefit providers.
• Assist with drafting job descriptions, job postings, and job offer letters.
• Posts job openings, both internally and externally, and assists in the hiring process, as needed.
• Liaisons with the museum's external Human Resources consultant for guidance on critical human resources issues and policies to resolve employee-related issues.
• Consults with the outside Labor Lawyer for any employee issues or policies, as deemed necessary.
• Prepares and distributes employee policies and compliance notices.

The museum is managed by a small, agile team of professionals. Other duties may be assigned, and the responsibilities of the Director may change over time.