Assistant Director, Finance & Administration, Facilities

Position Summary

Reporting to the Senior Director of Facilities Operations Construction & Real Estate Assistant Director Finance & Administration serves as the senior financial and administrative leader for the Facilities Department and is responsible for overseeing the departments day-to-day financial operations budget management administrative functions utility procurement and consumption analysis vendor administration and capital project financial oversight.

This position partners closely with Facilities leadership Finance Procurement Capital Projects Campus Planning and external vendors to ensure strong financial stewardship effective business processes accurate reporting and efficient resource utilization. The Assistant Director develops and monitors operating and capital budgets manages utility expenditures supports long-range financial planning and implements business processes that promote accountability transparency and operational excellence.

The ideal candidate combines strong financial analysis skills with operational and administrative expertise and possesses the ability to translate complex financial information into actionable insights that support strategic decision-making.

Essential Functions

Financial Management & Budget Administration

• Lead the development administration and monitoring of the Facilities Departments annual operating budget.
• Coordinate preparation of operating forecasts variance analyses and financial projections.
• Monitor departmental expenditures and commitments to ensure alignment with approved budgets.
• Prepare monthly quarterly and annual financial reports for Facilities leadership and Finance.
• Analyze spending trends and identify opportunities for cost containment and operational efficiencies.
• Support long-range facilities financial planning and lifecycle asset investment planning.
• Ensure accurate coding allocation and reconciliation of departmental expenses.
• Manage departmental accruals and assist with year-end close processes.

Utility Management & Cost Control

Assist with utility purchasing billing usage tracking and financial reporting for electricity natural gas water sewer and other utility services.

• Develop and maintain utility consumption and cost dashboards.
• Analyze consumption patterns and collaborate with Facilities Operations staff to identify energy conservation opportunities.
• Prepare utility forecasts and annual utility budgets.
• Provide regular reporting and recommendations regarding utility cost trends and operational impacts.

Capital Project Financial Oversight

• Serve as the primary financial resource for Facilities capital projects infrastructure programs and major maintenance initiatives.
• Develop and maintain project budgets funding schedules cash flow projections and financial forecasts.
• Monitor project expenditures against approved budgets and identify potential risks or overruns.
• Coordinate with project managers architects engineers contractors and Finance staff regarding financial status and project funding.
• Produce capital project reporting for Facilities leadership and executive management.
• Assist in the development of business cases and financial analyses supporting capital investment decisions.
• Support the annual capital budget development process and long-term capital planning efforts.

Administrative Operations

• Oversee the administrative operations of the Facilities Department ensuring efficient workflows and consistent business practices.
• Develop document and maintain departmental policies procedures and internal controls.
• Manage departmental records contracts service agreements and compliance documentation.
• Coordinate administrative support functions and ensure alignment with organizational policies.
• Oversee departmental purchasing and invoice processing activities.
• Ensure timely and accurate vendor setup contract administration and payment processing.
• Support audits internal reviews and compliance reporting requirements.

Vendor & Contract Management

• Manage the financial and administrative aspects of Facilities vendor relationships and service contracts.
• Track contract performance spending renewal dates and budget implications.
• Assist with procurement activities including competitive bids requests for proposals (RFPs) and contract evaluations.
• Coordinate with Procurement and the Museums legal advisor on matters related to contract administration and compliance requirements.
• Monitor contract expenditures and identify opportunities for cost savings and process improvements.

Reporting Analytics & Process Improvement

• Develop key performance indicators (KPIs) dashboards and reporting tools to measure departmental financial and operational performance.
• Utilize financial and operational data to identify trends risks and opportunities.
• Recommend and implement process improvements that increase efficiency accuracy and accountability.
• Support strategic planning initiatives through financial modeling and data analysis.
• Prepare presentations and financial summaries for senior leadership and board committees as required.

Leadership & Collaboration

• Foster a culture of accountability customer service collaboration and continuous improvement.
• Serve as a key liaison between Facilities Finance Procurement Human Resources and other Museum departments.
• Provide guidance and training to Facilities managers regarding budgeting financial management and administrative procedures.
• Participate in departmental and organizational committees and special projects as assigned.

Requirements and Characteristics

• Bachelors degree in Finance Accounting Business Administration Public Administration Construction Management Facilities Management or a related field required.
• Masters degree CPA CMA MBA or related professional certification preferred.
• Seven to ten years of progressively responsible experience in financial management budgeting administration or business operations.
• Experience managing operating and capital budgets in a complex facilities setting higher education healthcare cultural institution or non-profit environment preferred.
• Demonstrated experience with utility analysis cost management and vendor administration.
• Experience supporting capital construction or infrastructure projects strongly preferred.
• Ability to guide and train Facilities and other Museum colleagues on financial and budget related matters and compliance
• Strong budgeting forecasting and financial analysis skills.
• Advanced Excel and financial modeling capabilities.
• Experience with ERP financial management and work order/facilities systems.
• Ability to analyze large datasets and communicate findings effectively.
• Excellent organizational and project management skills.
• Strong attention to detail and commitment to accuracy.
• Excellent written verbal and presentation skills with ability to communicate financial information and concepts in lay terms
• Ability to build effective relationships with internal and external stakeholders.
• Demonstrated ability to manage multiple priorities and meet deadlines in a dynamic environment.
• Commitment to supporting the Museums mission values sustainability objectives and stewardship responsibilities.

Salary and Schedule:

• Full-time salary exempt: $100000 - $125000

The Museum reserves the right to change job descriptions. While this job description is intended to include essential duties it is conceivable that job duties may change before the job description is officially revised.

The MFA is an equal opportunity employer. The community and audience we serve is diverse and we wish to foster that diversity in our workplace. Toward that end the MFA does not discriminate against individuals in hiring employment or promotion on the basis of race religion color sex/gender gender identity and gender expression age marital status national origin sexual orientation citizenship handicap or disability veteran or military status political belief pregnancy genetic information or any other characteristic protected by law.