Senior Manager of Budget and Finance at Association of Academic Museums & Galleries.

Senior Manager of Budget and Finance – University of California, Berkeley Art Museum and Pacific Film Archive (BAMPFA)

Senior Manager of Budget and Finance (7710U) – #71950

One of the nation’s leading university museums, the University of California, Berkeley Art Museum and Pacific Film Archive (BAMPFA) is a forum for cultural experiences that transform individuals and advance the local, national, and global discourse on art and film. As the premier visual arts venue at America’s top public research university, BAMPFA is uniquely dedicated to art and film in equal measure, presenting more than 300 hundred film screenings, dozens of public programs, and more than fifteen exhibitions annually. BAMPFA takes a contemporary and critical perspective on its wide-ranging collections.

Position Summary

Reporting to the Director of Administration and Strategic Initiatives, the Senior Manager of Budget and Finance will play a key role in the budgeting, reporting and forecasting processes, working directly with assigned departments as well as other constituents throughout the museum. As the lead financial analyst for BAMPFA, this role includes development of our $12 million operating budget across 8 departments through all phases, including preparation, development, evaluation, presentation, and approval by executive staff and Leadership Board. This position requires a mix of strong analytic and technical skills as well as good interpersonal skills in dealing with the departments and other finance colleagues. It is critical to understand monthly financial results, monitor changes in departments that impact actual results versus plans and be able to present and explain the results to management. The museum involves often complex funding arrangements which are then used to develop budgets and to ensure the correct accounting for funding of expenses. A keen ability to understand and interpret these arrangements is critical.

Responsibilities

1. Budgeting: Manage the development and execution of the museum’s multi-year and annual budget plans. Creates, oversees, and tracks BAMPFA’s annual budget, proposal budgets, expenditure projections. Responsible for following campus requirements for annual budgeting process by completing campus templates and inputting budgets into campus systems in a timely manner. Working closely with the Director’s office on the development of annual budgets and delivering reports as needed. Requests deficit waivers as needed.
2. Analysis and Reporting: Develops, prepares, and submits customized reports to internal and external stakeholders including the Board, Senior Management, and departmental budget owners. Provides analyses for highly complex budgetary, financial and resource projects, often interacting with department directors. Creates analysis of actuals vs budget for quarterly close/reporting process. Leads monthly ledger reviews, quarterly re-forecasting, and fiscal close. Periodically (e.g., monthly or quarterly) review the museum’s financial status to address issues and foster informed and effective decision-making.
3. Budget Monitoring: Establish a process for the ongoing monitoring of budget-to-actuals and meaningful financial management reporting within the museum. Creates and approves journals, compensation transactions, and accruals as needed. With the PI or Executive Director approves fund allocations as suggested by the Finance Specialist.
4. Division Finance Lead: Support the budget submission to the EVCP and preparation for the annual budget hearing. Advocates for BAMPFA’s financial needs on the campus level. Work with the campus to review the museum’s financial status and maintain the budget process. Oversee financial org tree changes for a consistent and clear chart of accounts. Meet with other DFL’s regularly to troubleshoot and stay abreast of campus policy changes.
5. Control: Performs quarterly controls reporting consistent with campus compliance. Approves quarterly C&G deficit clearing waiver request forms. Corrects payroll in suspense. Queues commitments for quarterly requests. Address a range of issues such as campus compliance, assessment implications, deficit recovery, risk management, and the organized implementation of new services, procedures and/or policies. Establish internal financial control and ensure financial procedures are within compliance. Makes recommendations on maintaining and strengthening internal controls to protect University resources.
6. Supervision and Training: Supervises, trains and performance manages one Finance Specialist and one Business Services Associate, and possibly one student assistant. May serve as back-up for Finance Specialists performing specialized tasks, including weekly, monthly and quarterly reporting. May troubleshoot escalated issues with the Finance Specialist and Business Services Associate. Trains staff and creates an effective teamwork environment. Develops and implements financial transaction processes and procedures and trains BAMPFA staff on financial activities as needed.
7. Financial Strategy: Advises leadership on key budgetary decisions, e.g., allocating campus support, aligning resources, making budgetary trade-offs to meet division’s strategic priorities. Engage in campus financial planning and initiatives. Maintains the museum’s 10-year financial plan and creates goal posts that align with the plan. Regularly reports on 10-year plan progress.
8. Special Projects: May coordinate financial system implementations and upgrades. Conducts audits of internal records and processes as needed. Participates in the analysis and design for new services or financial operational systems or processes that have critical organization-wide impact. May participate as a subject matter expert. Develops and implements financial transaction processes and procedures; may train staff on financial activities.
9. Other duties as assigned.

Required Qualifications

• Advanced knowledge of financial accounting concepts, policies and procedures, as well as related accounting and regulatory compliance requirements.
• 5 years or more experience working in an accounting or financial function.
• Highly skilled in budget creation, management, and process redesign.
• Thorough working knowledge of finance, fund accounting, and financial reporting analysis.
• Demonstrated ability to manage financial data and prepare/oversee budgets and forecasts.
• Strong interpersonal skills and ability to work effectively across the organization at all levels including budget owners, credit card holders, staff purchasing goods and services, executive director, development director, and grants manager.
• Sophisticated service orientation, ability to multi-task effectively in a varied, high volume environment, sound judgment and decision-making, critical thinking, creative problem solving, and effective verbal and written communication skills.
• Highly developed analytical skills sufficient to develop and implement financial data management and reporting systems.
• Knowledge of the organizational environment of art museums or non-profits to understand institutional priorities, issues, motivations, and constraints.
• Ability to maintain professional confidentiality with sensitive information and financial data.
• Solid understanding of internal control concepts and the implementation of internal control systems in a complex business environment.
• Fluency in accounting software including Excel, SmartView, Google Sheets, OTRS, PeopleSoft and Oracle.
• Excellent written and verbal communication skills.
• Bachelor’s degree in related area and/or equivalent experience/training.

Preferred Qualifications

• Advanced knowledge of and/or can quickly learn campus and system-wide financial processes and procedures. This includes proficiency in Berkeley Financial Systems, BAIRs, CalReporting, CalPlanning, CalAnswers, BearBuy.

Salary & Benefits

This is a 100% full-time (40 hrs a week) exempt career position, which is paid monthly and eligible for UC Benefits. For information on the comprehensive benefits package offered by the University, please visit the University of California’s Compensation & Benefits website.

Due to compliance with California SB-1162, BAMPFA will not be able to offer a candidate anything above the top range of this posted amount. The budgeted salary that the University reasonably expects to pay for this position is $98,600 – $120,000.

How to Apply (Job #71950)

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