Finance Specialist (7709U) - #72010

Position Overview

The Finance Specialist is a key partner in achieving BAMPFA's mission and vision by maximizing our income mix for the financial health and sustainability of the museum across multiple departments within the organization. This position's role is to be a strong detail-oriented individual contributor who understands museum operations and clearly communicates key findings to stakeholders across the organization. The Finance Specialist brings their interest in both details and big picture concepts to communicate financial performance compared to budget, short-term and long-term business performance in their areas of responsibility, and other financial analysis as needed. This position reports to the Senior Manager of Budget & Finance.

Custom Scope

BAMPFA Seeks to hire a Finance Specialist with a focus on grants management, income analysis, fund allocation, and general reporting. The Finance Specialist will support the financial integrity of the organization by managing federal, state, and private funds as well as earned income, endowments, and campus support in accordance with sound accounting principles. The Finance Specialist will report to and work closely with the Senior Manager of Budget and the Business Services Associate and will also work with staff across the organization. The Finance Specialist uses skills as a seasoned, experienced financial service professional with a full understanding of best practices and organizational policies and procedures. This position resolves a wide range of accounting and finance issues across BAMPFA. May serve as back-up for Finance Specialist performing specialized tasks, including payroll, HCM BearBuy, cashiering and purchasing card reconciliation.

Responsibilities

Fund Accounting

Tracks fund actuals and allocates expenses throughout the fiscal year. Reallocates expenses as new funds are presented. Responsible for allocating revenues and expenses in a manner that maximizes resources. Ensures that revenues are appropriately deposited and recorded. Ensures compliance with all regulations, and donor specifications, especially regarding fund allocation and contracts/grants.

Income Management

Oversees the income mix for BAMPFA including earned income, endowments, current use funds, campus support, and grants. Oversees invoicing and ensures payments are received in a timely manner. Ensures income is being funneled into the appropriate fund and tracked accordingly. Distributes income amongst department ID's as needed for fiscal close. Clears fund deficits for fiscal close in a way that maximizes our usage of restricted funding.

Grant Accounting and Controls

Manages pre-award and post award contract and grant accounting including compliance with regulations, terms and conditions, financial management and reporting. Tracks and ensures proper disbursement and allocation of restricted grant and donation funds. Works closely with the Grants Manager on pre-award, mid-project, final, and cost-share reporting. Works closely with grant funded project PI on allocation and approval of appropriate expenses.

Reporting

Creates regular reporting for Senior Manager of Budget and Finance. Including weekly fund balance reports, monthly General Ledger reports for budget owners, and quarterly summaries. Tracks budget owners review and approval of reports. creates monthly analysis of exhibitions budget vs. actuals. Provides acquisition fund balances as requested.

Income Analysis

Creates monthly reports on income analysis. Distributes and schedules conversations with stakeholders on the state of BAMPFA's current and expected income. Works closely with income generating units such as Development and Visitor Experience in order to reforecast income projections. Creates cost-benefit analysis as needed for retail and other earned income functions in order to maximize revenue.

Staff Support

Provides guidance to less experienced team members on financial processing functions with a focus on accounts receivable, purchasing, recharge billing, travel/entertainment. Guides purchasers and budget owners on correct use of chart of accounts on a daily basis. Works directly with Accounting Associate (Account Payable) on available fund balances and appropriate use of funds and approval for use of funds.

Process Recommendations

Assesses and recommends to management changes as needed to ensure financial processes maintain compliance with federal and state requirements and internal financial/audit policies. Recommends new income pathways such as income generating or campus support opportunities.

Financial Regulation

Applies a wide variety of internal and external policies and regulations to address a range of issues such as regulatory compliance, recovery of cash, risk management, and the organized implementation of a diverse range of financial services.

Assisting

Assists the Senior Manager of Budget and Finance as needed, and other duties as assigned. May act as back up to the Business Services Associate as needed.

Required Qualifications

  • Thorough knowledge of financial processes, policies and procedures.
  • Thorough knowledge of financial data management and reporting systems.
  • Strong proficiency in the use of spreadsheet and database software.
  • Strong interpersonal skills, analytical skills, service orientation, active listening, critical thinking, attention to detail, ability to multi-task in a high-volume environment, organizational skills, effective verbal and written communication skills, sound judgment and decision making; ability to develop original ideas to solve problems.
  • Ability to function effectively as a member of a team.
  • Ability to adapt to changing priorities.
  • Thorough knowledge and understanding of internal control practices and their impact on protecting University resources.
  • Experience with non-profit fund accounting and fiscal management of grants.
  • Excellent written and verbal communication skills.
  • Bachelor's degree in related area and/or equivalent experience/training.

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 $80,400.

How to Apply (Job #72010)

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