South Shore Conservatory

Hingham, MA

 

Director of Finance & Administration: provides strategic, analytical and planning leadership for the financial and administrative functions of the organization. The position is responsible for assuring that financial and administrative systems are implemented, monitored and evaluated; that all income received through registrations, ticket sales and contributions is accounted for properly; and that the organization is supported by sound financial forecasting, analysis and projections. This includes the responsibility for maintaining a strong system of financial controls to meet the needs of the Board of Trustees, the Auditors, and any grantor organizations.

The Director is responsible for the preparation, management and monitoring of the organization’s overall annual budget, all department and program budgets, and all individual grants and other program funding, for tracking and reporting spending against those budgets and grants, and for developing monthly financial reports for the Board, for internal use, and as required by funding agencies or individuals. In addition to fiscal oversight, this position is also responsible for all aspects of human resources management including benefit administration, employee relations and policies, compensation and incentive systems, information technology, administrative services and facility and grounds maintenance.

As a member of the senior management team, the Director provides support to several Board Committees (currently including Executive; Audit/Finance, Human Resources; Financial Aid) and manages nine staff members, outside consultants and business relationships including insurance, accounting, technology and database systems, legal counsel and banking and investment. He or she also works closely with Education and Development staff to develop project plans, budgets and reports to present to donors and funding agencies.

Essential Functions:

Financial Control

• Ensure that optimal financial control and reporting systems are in place and continuously monitored.
• Monitor program and operations budgets and provide timely information to the President, department heads and appropriate board committees.
  

Financial Compliance

• Work with outside auditors to assure compliance with reporting requirements and anticipate the implications of any accounting regulation and rule changes.
  

Budgeting

• Create budget policies and procedures.
• Develop annual program and operational budgets in cooperation with department heads and provide confidence to the President and Audit/Finance Committee on the integrity of the budget.
• Develop and negotiate overhead and fringe rates and administer allocations in accordance with all federal regulations; will develop and integrate internal simplified methods that adhere to these regulations.
• Develop budget models and tools to help measure sources and shortcomings while strengthening staff accountability.
  

Cash Flow

• Provide cash flow planning and monitor cash flow activities for the ongoing programs and the annual operations. Provide a clear, long-term view of the timing and adequacy of future funds.
  

Budget analysis and forecasting

• Provide quarterly updated forecasting and analysis of budget and financial implications of alternative program and/or organizational options. Provides analysis of budgets and financial and operating reports, to provide basis for management planning, operating controls and performance.
  

Registration and Billing

• Oversee registration processes including enrollment, receivables, billing and collections with responsibility for oversight of four registrars and a receptionist.
  

Human Resources

• Develop, implement and coordinate policies and programs covering employment, retention, termination, wage and salary administration, evaluation, benefits, safety, employee services, legal compliance, personnel records and long-term staffing strategies.
• Process and set up all new hires for the organization and maintain personnel records.

Records Retention

• Develop consistent records retention system electronic and hard files if required for financial, HR contract and institutional documents.

Administrative Services and Facility Management

• May direct and coordinate office services, such as receptionist and support services, copying, mail, telecommunications, maintenance and security.
• Directs staff in the maintenance of buildings and grounds.

Information Systems

• Coordinates communications and operating systems and software including the planning, design, installation and maintenance of networks in support of information systems. Works with IT support specialist, negotiates contracts.
• Oversees the budgeting and long range planning of telecommunications and information systems. Establishes and maintains security and integrity controls
• Oversees database management for registration and maintenance. Updates for registration and links to payroll and financial reporting.

Qualifications and Special Requirements:
Bachelor’s degree required; Masters Degree in Business Management preferred.

At least eight (8) years of experience, with at least five (5) years in managerial capacity required. Experience in the non-profit sector required.

Strong technical skills and experience working with fund accounting software, payroll and Access databases.

Demonstrated expertise in financial controls, indirect and fringe allocations, planning and strategy, information systems, and fund management.

Ability to negotiate with and manage vendors, consultants, and service providers.

Proven ability to manage a staff of financial, operations, and systems oriented professionals.

Experience overseeing human resource and IT departments.

Ability to work in a consensus-building mode with departmental heads in developing and maintaining realistic budgets.

Strong analytical and strategic planning skills.

Ability to work with and support the activities of a Board of Trustees that includes community leaders, corporate executives and donors.

Resumes should be emailed to JoAnn Klock – j.klock@sscmusic.org