Senior Director Of Development Operations & Finance

The Carnegie Museums of Pittsburgh (CMP) has an annual operating budget of approximately $65 million, approximately half of which is raised by Development through foundation grants, individual giving, membership, sponsorships, and government contracts. The Senior Director of Development Operations and finance is responsible for overseeing team operations and finance for the development team, including fiscal management, donor services, and prospect management and analytics. 

This role will also serve as the primary liaison with CMP's controller and treasury departments, which provide centralized accounting, payroll, and related financial services for the museums, and also with CMP's human resources department. S/he identifies opportunities for streamlining financial processes and communication; and contributes to overall planning efforts. She/he works with the Vice President of Development, Senior Associate Vice President of Development/Campaign Director, and other staff on organizational planning initiatives to ensure that overall Development Operations and reporting support fundraising efforts.

Primary Responsibilities Include:

• Provide overall strategic direction and oversight to the donor services and operations team (responsible for gift administration, gift compliance, gift acknowledgment, and team operations) and the prospect management, analytics, and research team (responsible for campaign, goals, and other metrics reporting, fundraising plan administration, prospect management and research); 
• Strategic allocation and tactical management of fiscal resources, monitoring, financial reporting, and developing and compiling and managing the overall Development and Campaign budget; 
• Overall strategic direction and oversight for administrative operations, including office management and institutional representation with components outside Development on all non-programmatic functions related to finance, operations, IT, HR, and facilities; 
• Serves as central contact for the development team's human resources, new hire onboarding and employee satisfaction; 
• Regular convener of cross-development team consisting of donor services, prospect management and analytics, membership and annual fund, individual giving, institutional partnerships, and museum-based fundraising to ensure that the database and donor data policies and uses are consistent, donor-centered, and in compliance with all regulations. 

Qualifications: 

Education and Experience: A bachelor's degree in accounting, business management, or finance and a minimum of ten years of progressively responsible work experience in prospect management and development. Background with budgeting and non-profit accounting and proficiency with computerized accounting software (preferably Blackbaud Financial Edge), Blackbaud Raiser's Edge, and Microsoft Office products. Progressive experience in a management position. Prior work experience in a cultural or educational organization and an advanced degree such as an MBA, MPA, CPA or comparable are desirable. 

Knowledge, skills, and abilities:  The position requires accounting and financial acumen and the ability to perform and/or direct all relevant financial activities, including budgeting, forecasting, monitoring, and reporting for all fundraising-related activities centrally and across all four museums. Strong organizational and communication skills, high level of attention to detail, analytical problem solving, and ability to gather, analyze and communicate financial data and concepts. S/he must exhibit initiative, optimism, good humor and enthusiasm, be collaborative, team-oriented, and be equally attentive to detail and overarching goals. Accuracy, confidentiality, and discretion are essential. Familiarity with human resources processes and procedures, visitor service and basic contracts are required.

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

1. Provide Strategic Guidance on Prospect Management: In collaboration with the Director of prospect development, set the overall strategy and philosophy of prospect management for a four-museum system and work with colleagues across the Development team to implement a donor-centered prospect management plan. Ensure that staff on the donor services and prospect development teams are working collaboratively and efficiently.

1. Budget Preparation:  With input from, and under the supervision of, relevant parties (e.g., CFO, Vice President, board and finance committee) develop and implement annual budget for Development's operating, designated, and restricted funds, including:
   1. Develop and implement annual budget process including guiding VP of Development, and component heads as needed;
   2. Liaise with CMP controller's office on process, allocation, and format; and with counterparts in component museums on shared revenue and expense projections.
   3. Prepare necessary presentations for the finance committee, board meetings, and other purposes.
   4. Format and upload budgets in Adaptive Insights and Financial Edge.

1. Financial Analysis/Reporting:  Monitor and analyze financial performance regularly to ensure YTD revenue and expenses are tracking accurately against budget and make recommendations for mid-course corrections as required:
   1. Prepare and present budget and fundraising reports to the VP of Development, controller's office, and board chair/finance committee; identify and anticipate problems/discrepancies and resolve them when possible; and proactively recommend course corrections as required.
   2. Make forecast changes on a timely basis. 
   3. Prepare other projections or analyses as required.

1. Development Operations: Actively foster communication and cooperation among the four museums to further our mission and strategic goals. Functions as first point of contact for Development staff to CMP, HR, IT, and Finance departments;
   1. Serves as liaison between Development hiring managers and with HR to post job positions and on-board new employees; gives direction and overall guidance to operations coordinator for coordinating new-hire on-boarding with hiring managers;
   2. First point of contact on human resources issues between staff manager and our designated HR representative;
   3. Review job descriptions for team to ensure consistency across teams and provide assistance with hiring.

1. Financial Operations:
   1. In accordance with CMP's signatory policy and other relevant financial policies/procedures, approve and/or review invoices, check requests, wire transfers, cash advances, travel and business expense reports, and purchase card reconciliations for processing by CMP's controller's office.
   2. Provide training to staff to facilitate preparation of the above.  Also assist staff in resolving financial issues such as late or missing payments, incorrect postings, journal entries, fund transfers, etc.
   3. Prepare and review journal entries and inter-fund transfers. Reviews monthly reconciliations of balance sheet accounts related to accounts receivable and deferred revenue.
   4. Oversee usage of corporate credit and purchase cards.
   5. Maintain up-to-date roster of active funds, including opening new funds and deleting out-of-date funds as needed.
   6. Ensure financial/administrative policies and procedures are promptly disseminated to and understood by staff.

      Other duties as assigned.

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.