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Manager of Operations

Carnegie Museums - Arts Education Collaborative, Pittsburgh, Pennsylvania, United States of America Req #210
Tuesday, March 12, 2019
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 AEC including serving as contact/liaison to business service vendors and Controller’s Office, Advancement and Community Engagement, Human Resources, and Information Technology departments of the Carnegie Museums of Pittsburgh. Will order supplies, maintain equipment and guide the day-to-day operations of the Arts Education Collaborative (AEC). Responsible for developing, monitoring and reporting on operating, grant, and special project budgets as well as preparing reports to funders and others as necessary. Assist the executive director with calendar, communications, travel, and other administrative support. 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.

This is a Full-Time position.

Please include a brief cover letter highlighting your accounting, budgeting, and financial management experience and how you would support the efforts of Arts Education Collaborative (
www.artseducationcollaborative.org).

EDUCATION AND EXPERIENCE: High school diploma and at least two years of experience in accounting, budgeting and financial management required.  Bachelor’s or equivalent preferred. 


KNOWLEDGE, SKILLS, AND ABILITIES: 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 project management software and online platforms; comfortable learning new digital systems. A demonstrated interest in the arts and arts education is preferred.


PHYSICAL REQUIREMENTS: Work is primarily sedentary in nature, no special demands are required.

PRINCIPAL ACCOUNTABILITIES:

 - 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, monthly overhead, payroll, journal entries, deposits, expense reports, fund transfers and purchasing card reconciliations.  Independently prepare any necessary receivable 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 Carnegie Museum’s financial processes and procedures;

 - Oversee day-to-day operations of AEC offices, to included but not limited to – answering phones, ordering supplies, maintaining equipment, ordering and inventory of furniture, equip, etc.  Makes recommendations to the executive director for disposal and/or purchase of equipment.  Serves as liaison to contracted services and equipment providers.  Makes recommendations to the executive director for modification or discontinuation of providers.  Interacts with constituents to build and maintain an excellent working relationship.  Displays courtesy, sensitivity and a positive demeanor in dealing with the public, vendors, volunteers and staff as a representative of Arts Education Collaborative;

 - Provide administrative support to the executive director on an ongoing basis including maintaining school district and arts organization liaison network, updating AEC’s database with new contacts, scheduling meetings, registering for conferences, maintaining memberships, fielding initial external inquiries;

 - 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;

 - Prepare advance materials and agendas for AEC’s Steering Committee and Advisory Board meetings in collaboration with the executive director. Take and distribute minutes of said meetings. Add action items identified during meetings to project management platform.  Build and maintain excellent working relationship with Steering and Advisory Board members;

 - Monitor and administer AEC Act 48 and Act 45 applications; including tracking, data entry, generation and posting of verification letters.  Ensure timely renewal of application;

 - Perform additional tasks or projects at the request of the executive director.



The following PA Act 153 clearances, or proof of application of clearances, are required beginning employment and as a condition of continued employment:

  • Pennsylvania Child Abuse History Clearance
  • Pennsylvania State Police Criminal Record Check
  • FBI Fingerprint Criminal Background Check

Obtaining the required clearances is completed as part of the new hire process.

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.

Other details

  • Pay Type Hourly
  • Carnegie Museums - Arts Education Collaborative, Pittsburgh, Pennsylvania, United States of America