Financial and Office Manager
Financial and Office Manager
Posted on :
21-04-2025
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1 Vacancy
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Job Description
40 Financials
25 Office Management and Archiving
25 Human Resources
5 Supervision
5 Other Duties as Assigned
Disclaimer
The University of Kansas prohibits discrimination on the basis of race color ethnicity religion sex national origin age ancestry disability status as a veteran sexual orientation marital status parental status gender identity gender expression and genetic information in the universitys programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX Room 1082 Dole Human Development Center 1000 Sunnyside Avenue Lawrence KSTTY.
Work Schedule
Monday Friday 8am 5pm
Contact Information to Applicants
Jennifer Talbott
Position Overview
The Financial and Office Manager plays a critical role in supporting the administrative and operational functions of the Spencer Museum of Art (SMA). This position is responsible for managing financial transactions including purchases deposits contracts and budget monitoring while ensuring compliance with institutional policies. Additionally the role oversees staff recruitment logistics onboarding and internal training coordination.
A key aspect of this position is maintaining and improving administrative systems including museumspecific databases reporting tools and digital and physical archives. The Financial and Office Manager also facilitates internal communication procedural documentation and general office operations to ensure efficiency across departments.
The ideal candidate will have strong financial acumen exceptional organizational skills and a detailoriented mindset. They will work to create a positive and productive environment where staff feel supported and respected. They should be proactive in assisting staff with daily administrative needs ensuring accuracy and confidentiality in handling sensitive records and meeting deadlines reliably. This position requires onsite presence independent judgment and discretion in all responsibilities. The Financial and Office Manager reports to the Deputy Director for Operations and Innovation.
Additional Candidate Instruction
A complete application includes:
- Analyze and apply the museums budget to process financial transactions ensuring accurate allocation of funds for all Museum expenditures and payroll.
- Serve as the primary point of contact for financial transactions providing clear funding strings and justifications to the Shared Service Center accounting specialist.
- Manage procurement of general supplies and project materials coordinating orders based on departmental needs.
- Assist SMA Staff with purchasing via KUprocurement payment processing including credit purchases PO submissions and noncatalogue vendor payments.
- Assist staff in navigating the KU Concur Travel System for travel arrangements and reimbursements ensuring adherence to university policies.
- Provide logistical and administrative travel support for visiting scholars artists and museum staff as needed.
- Monitor project budgets and spending limits proactively identifying discrepancies and ensuring compliance with financial policies.
- Generate detailed financial reports to track spending trends forecast budget needs and recommend midyear adjustments as necessary.
25 Office Management and Archiving
- Assess museum workflows and procedural efficiencies recommending and implementing improvements to optimize administrative systems and documentation.
- Oversee the retention organization and disposal of museum records in compliance with institutional policies.
- Enforce naming conventions and maintain structured digital file organization for accessibility and efficiency.
- Track and analyze museum attendance data using the TrafSys people counter system ensuring accurate reporting with the assistance of student employees.
- Collect compile and submit data for annual institutional reports salary and operational surveys and museum reaccreditation processes.
- Support data entry and records management within the MuseumPlus database preserving institutional history through meticulous documentation of grants and major initiatives.
- Assist in managing the physical and digital institutional archives ensuring longterm accessibility and organization of key museum records.
- Oversee incoming and outgoing mail services maintaining museum mailing accounts and ensuring timely processing of payments for USPS FedEx and UPS services.
25 Human Resources
- Manage the museums main phone line professionally handling inquiries from the public and directing calls appropriately.
- Liaise with the KU HR Recruitment staff to draft and update position descriptions facilitate job postings and coordinate hiring processes.
- Administer SMAspecific onboarding procedures for new employees including professional academic and student staff.
- Provide support to SMA supervisors by facilitating onboarding needs coordinating training and ensuring seamless access to resources such as phone and data services.
- Maintain and regularly update staff manuals organizational lists and internal documentation to ensure accuracy and accessibility.
- Oversee website updates related to staff directories job postings and emergency communications.
- Organize and facilitate monthly museumwide staff meetings and other departmental training sessions ensuring effective communication and coordination.
- Coordinate the processing of annual student awards.
5 Supervision
- Supervise at least one parttime student administrative assistant providing mentorship training and oversight of daily tasks.
- Direct student assistants in data entry tasks particularly within the MuseumPlus system and oversee archive processing responsibilities.
5 Other Duties as Assigned
- Provide event support as needed and assist with front desk operations to ensure a welcoming museum experience.
- Assist with Museum events.
Disclaimer
The University of Kansas prohibits discrimination on the basis of race color ethnicity religion sex national origin age ancestry disability status as a veteran sexual orientation marital status parental status gender identity gender expression and genetic information in the universitys programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX Room 1082 Dole Human Development Center 1000 Sunnyside Avenue Lawrence KSTTY.
Work Schedule
Monday Friday 8am 5pm
Contact Information to Applicants
Jennifer Talbott
- Bachelors degree and a minimum of five 5 years of office administration experience or high school diploma/GED and a minimum of seven 7 years of office administration experience.
- One year experience managing financial transactions including budgeting procurement accounts payable/receivable and/or payroll processing.
- Experience using Microsoft 365 (Outlook Word Excel PowerPoint Teams and OneDrive) for administrative and financial tasks as evidenced in application materials.
- One 1 year of experience in a role requiring meticulous recordkeeping deadline management and multitasking in a fastpaced environment.
- Previous experience managing multiple priorities while maintaining accuracy in financial and administrative processes as evidenced in application materials.
- Previous work experience that required technical/administrative writing and communication skills as demonstrated in application materials professional correspondence and/or previous work experience.
- Previous work experience involving donor and/or collection database experience.
- Previous work experience that required learning and implementing new software systems quickly including financial administrative or museumspecific tools.
- Experience developing and/or leading staff training sessions on internal processes software systems or administrative procedures as evidenced in application materials.
- Professional experience collecting analyzing and interpreting data to inform decisionmaking budgeting or reporting.
- Experience using content management systems (CMS) such as WordPress Drupal or similar platforms to update and maintain website content.
Position Overview
The Financial and Office Manager plays a critical role in supporting the administrative and operational functions of the Spencer Museum of Art (SMA). This position is responsible for managing financial transactions including purchases deposits contracts and budget monitoring while ensuring compliance with institutional policies. Additionally the role oversees staff recruitment logistics onboarding and internal training coordination.
A key aspect of this position is maintaining and improving administrative systems including museumspecific databases reporting tools and digital and physical archives. The Financial and Office Manager also facilitates internal communication procedural documentation and general office operations to ensure efficiency across departments.
The ideal candidate will have strong financial acumen exceptional organizational skills and a detailoriented mindset. They will work to create a positive and productive environment where staff feel supported and respected. They should be proactive in assisting staff with daily administrative needs ensuring accuracy and confidentiality in handling sensitive records and meeting deadlines reliably. This position requires onsite presence independent judgment and discretion in all responsibilities. The Financial and Office Manager reports to the Deputy Director for Operations and Innovation.
Additional Candidate Instruction
A complete application includes:
- Completion of the online application.
- Cover letter addressing how you meet the required and preferred qualifications.
- Resume/CV
- Contact information for three professional references (including at least one previous or current supervisor).
Required Experience:
IC
Employment Type
Full Time
Key Skills
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