Director of Finance and Administration

Beaverton Arts Foundation - Patricia Reser Center for the Arts

Beaverton, OR

Work Location: In-office

Performing Arts Center

  • Full Time
  • Beaverton, OR
  • Thu, Jun 24, 2021
  • Work Location: In-office
  • Performing Arts Center
  • $70,000

Website Beaverton Arts Foundation - Patricia Reser Center for the Arts

Beaverton Arts Foundation – Patricia Reser Center for the Arts

Position Posting

 

Director of Finance and Administration

 

 

FSLA Status:        Exempt, Full-time with benefits

Date of Posting:   May 24, 2021

 

 

ABOUT US

The Patricia Reser Center for the Arts (“The Reser”) is a professional arts center currently under construction in downtown Beaverton, Oregon.  Construction began in November, 2019, and the Center is scheduled to open to the public in early 2022.  Immediately adjacent to City Hall, the facility will comprise a 550-seat Mainstage Theater, an art gallery, and meeting & rehearsal rooms.  The Reser will present national touring artists, local and regional performing arts organizations, visual arts exhibitions, arts education programs, and will serve as a social and cultural hub for Beaverton and its surrounding communities. For more information please visit www.centerfortheartscampaign.org

 

The nonprofit Beaverton Arts Foundation (BAF) is governed by a Board of Trustees consisting of accomplished, respected, and dedicated community volunteers.  In a successful public/private partnership with the City of Beaverton, they have given birth to The Reser, which is managed and led by Executive Director, Chris Ayzoukian.

 

Although BAF dates from 1999, The Reser itself is a relatively new organization and, by its nature, will pass through several distinct phases before it achieves a mature, operating state.  Its current developmental phase is focused on near-term projects: the completion of construction, installation of theatrical systems, selection and implementation of ticketing/CRM and facility management systems, staff development and training, inaugural planning & programming, and the creation of the policies and practices that will guide its future. This pre-opening phase will be accompanied by changes in the size and structure of the staff, the focus of job responsibilities, and the skills required for success.  Adaptability and a personal commitment to the mission of The Reser are vital qualities for any employee in this environment.  The scope of responsibilities of the Director of Finance and Administration will evolve to meet the needs of The Reser as it progresses through various phases toward opening and taking its place as an active arts center and a vital resource in the community.  We anticipate that we will be able to move into the completed facility in mid-November 2021.

 

It should also be noted that this position is being filled at an extraordinary moment, during which, because of the Coronavirus pandemic, it has been necessary to work remotely for more than a year.  That restraint may persist for a few more months.  Candidates should evaluate their personal capacity for being responsive and productive while working independently.  The successful candidate will be confident both in their ability to fulfill the job responsibilities remotely for as long as necessary, and to transition into working in a fast-paced, start-up, team environment once it is safe to do so.

 

ABOUT THE JOB

The Reser is seeking a skilled, experienced, and energetic financial professional to join our growing team prior to opening.  This position offers the right person a rare opportunity to play a key role in the launch of a new arts organization, to shape its systems and policies, and help build a team that will set a high standard for professional arts management.  The Director of Finance and Administration will be a member of the senior leadership team and play a central role in the financial success and stability of the organization. The Reser will be a complex operating environment, with multiple revenue streams from diverse activities. The successful candidate will be an empathetic leader, a generous collaborator, and will clearly exhibit the ability to create efficient and seamless systems to facilitate the work of colleagues internally, and to create a culture of transparency and confidence among the organization’s trustees and external stakeholders.  As expected of every member of our team, the Director of Finance and Administration will play a meaningful role in actualizing The Reser’s commitment to the principles of Equity, Diversity, and Inclusion.

 

 

 

 

PRIMARY RELATIONSHIPS

The Director of Finance and Administration reports directly to the Executive Director, and will work closely with other staff members, including the directors and managers of marketing, development, operations, production, and event sales, as well as members of the Board of Trustees.

 

WHAT YOU’LL DO

The Director of Finance and Administration will oversee and administer all financial functions and activities of the Patricia Reser Center for the Arts.  The Director will function as the Executive Director’s chief advisor on financial matters and be principally responsible for monitoring the organization’s financial plan and annual budget. The Director will serve as the chief financial officer, and provide leadership to ensure the efficient use of resources. They will ensure that all financial activities adhere to appropriate policies and procedures and will serve as a primary administrative resource for staff.  Above all, The Director of Finance and Administration will create a culture of transparency and instill confidence in the professionalism and integrity of The Reser’s financial practices.

 

The Director’s initial responsibilities will begin with a pre-opening phase focused largely on the design and implementation of new systems, the creation of new general ledger accounts, exploring a transition to new accounting software, the establishment of administrative policies, and the creation of working groups and relationships that will ensure an efficient operating environment. As the facility approaches its public opening in early 2022 – and following the achievement of these critical objectives – the Director of Finance and Administration will continue to focus on the following:

 

·    Assist the Executive Director in the development and implementation of a comprehensive fiscal plan and budget planning process.

·    Establish and maintain a system of internal financial controls to meet the Reser’s objectives of effective and efficient operations, reliable financial reporting, safeguarding of resources against waste, loss and misuse; and compliance with applicable laws, regulations and internal policies and procedures.

·    Manage all accounting processes and establish policies and procedures to insure that revenues and costs are allocated properly. Ensure that all transactions are properly reconciled within systems (payroll, ticketing, point-of-sale, etc.)  Prepare journal entries and reconcile general ledger accounts.

·    Prepare bank account reconciliations and review the propriety of all transactions.

·    Oversee the preparation of invoices for rental fees and chargebacks.

·    Ensure the proper processing of pledges; manage restricted accounts.

·    Manage or direct all financial functions of The Reser including processing bank deposits, accounts payable, accounts receivable, and payroll operations (semi-monthly); review all artist contracts.  Manage cash flow to anticipate and meet the need for operating capital.

·    Process 403(b) and FSA contributions

·    Ensure compliance with all financial and reporting requirements of the Management Agreement between The Reser and the City of Beaverton.

·    Report the status of the annual budget to the Executive Director on a monthly basis and identify any significant deviations from plan.

·    Assure timely and accurate preparation of financial reports in accordance with generally accepted accounting principles (GAAP);  provide interim financial statements to the Executive Director for distribution to the Board of Trustees and other interested parties, including the City of Beaverton, as required.

·    Serve as staff resource for the Finance and Audit Committees of the Board of Trustees.

·    Ensure the development of Human Resource policies and procedures that are complete and compliant with applicable legal requirements.

·    Assure implementation of internal controls and proper segregation of duties. Assure staff compliance with purchasing policies and proper training of all staff who are granted purchasing responsibilities.

·    Initiate an annual review of income-producing activities to ensure that all associated costs are identified and data is collected for the development of appropriate rates for those activities.

·    Prepare for and serve as the primary contact with independent Auditors conducting the annual review of The Reser’s financial statements and practices. Serve as the point person to assure that any areas for improvement identified in an audit are properly addressed in a timely manner.  Meet with the Audit Committee of the Board to receive the audit.

 

SKILLS AND EXPERIENCE NEEDED

·   A Bachelor’s Degree in Accounting or a relevant degree and equivalent experience.

·   A minimum of seven years of professional accounting and financial management experience, at least five of which must have been in a nonprofit, fund accounting environment.

·   Demonstrated success in financial management: the effective allocation of resources, budget preparation, financial analysis, and revenue projections.

·   Expert knowledge of nonprofit accounting principles and practices. Experience with independent audits. Familiarity with 990 tax returns.  Knowledge of GAAP standards and FASB principles.

·   Experience as a member of  a senior leadership team.

·   Strong analytical skills with the proven ability to research and interpret data, write cogent and persuasive reports, and present analyses both orally and in writing.

·   The ability to see trends and project outcomes based on interim financial data.

·   Excellent organizational skills; demonstrated ability to work on projects with competing deadlines and to independently establish goals and priorities; flexibility in dealing with people and competing demands.

·   Experience in the administration and management of Human Resources policies.

·   Proven leadership and decision-making skills; ability to offer problem-solving guidance and help others find effective solutions.

·   Proficiency with software programs (accounting, spreadsheets, databases, CRM systems, etc.) and the ability to learn new software as necessary.

·   Excellent interpersonal and communication skills with the ability to express ideas clearly and concisely.

 

PREFERRED SKILLS AND EXPERIENCE

·   CPA, CMA, or MBA degree/certification

·   Professional experience in a performing arts organization

·   Experience with the stewardship and responsibility for public funds

·   Excellent writing skills and experience in preparing reports, proposals, protocols, correspondence, policies and procedures, and other projects; ability to edit copy for correct grammar, spelling and punctuation.

 

WORKING ENVIRONMENT  –  ESSENTIAL PHYSICAL ABILITIES

Most of the principal responsibilities of this position are performed in a traditional office setting and do not typically involve equipment that poses a threat of injury.  The successful completion of duties relies on the following physical abilities:  Sufficient (corrected or uncorrected) vision to read text of various sizes and perceive colors and shapes accurately. Sufficient clarity of speech and hearing to communicate effectively in person and on a telephone, and to hear sounds within the normal range of conversation. Sufficient manual dexterity to operate office equipment.  Sufficient personal mobility, strength, and reflexes to perform light work and to reach, stoop, bend, kneel, climb, and lift 10 – 20 pounds.

 

 

COMPENSATION AND BENEFITS

An annual salary of $70,000.  Benefits that include medical insurance, Flexible Spending Account, paid vacation, and matching 403(b) retirement plan contributions.

 

HOW TO APPLY

Interested and qualified applicants are encouraged to submit a resume, accompanied by a cover letter describing why this position is of interest and the personal and professional experience that has prepared them to be successful.  All applications will be held in confidence.  Initial review of applications will begin on or about June 10, 2021 and will continue until a pool of highly-qualified finalists has been identified.  Applicants should submit materials as soon as possible.  Applications received after June 14, 2021 may not be eligible for consideration.

 

All applications and/or inquiries should be sent via email only to:

 

Chris Ayzoukian, Executive Director

jobs@beavertonartsfoundation.org

 

MS Word or PDF attachments only, please

Subject Line: DIRECTOR OF FINANCE application

No phone calls please.

 

File names of all resumes and attachments should include applicant’s last name

 

 

The Patricia Reser Center for the Arts is an equal opportunity, at-will employer, dedicated to the goal of creating a diverse and inclusive working environment. We strongly encourage applications from women, persons of color, and LGBTQ individuals. All qualified applications will receive consideration for employment without regard to age, race, color, religion, gender, gender expression, national origin, protected veteran status, marital status, sexual orientation or any other characteristic protected by law.

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To apply for this job email your details to cknickerbocker@beavertonartsfoundation.org

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