Small Museum Association

Job Description

The Director of Finance and Administration is a key senior team member working to fulfill the mission of Lake Champlain Maritime Museum. The position reports directly to the Executive Director and works closely with the Senior Staff team and Finance Committee of the Board to manage all financial, administrative, and human resources matters, including managing the annual budget of $1.5-1.9 million. They oversee the financial health of the organization including general bookkeeping, managing all financial aspects of grants, and leading financial reporting (including cash flow tracking, monthly and annual reporting, and budget forecasting). An important role of this position will be collaborating and communicating with all departments of the Museum to ensure a cohesive and organized financial system. In addition, the position is responsible for administrative management of HR, benefits programs, business insurances, payroll, and IT systems.

At Lake Champlain Maritime Museum, we are committed to using our skills as historians, archaeologists, and educators to help make systemic change in our work and in the museum field. As part of this, we have spent the past two years working to remove barriers to access and pursuing new research projects that shine a light on untold stories of women and people of color in the Champlain Valley. Yet, we recognize that there is more work to do to create space, challenge bias, and dismantle systems that reinforce inequality. This position will play a critical role in ensuring that our internal systems and management reflect our commitment to justice, equity, diversity, and inclusion. We are committed to improving our experience with the Museum for all people who work with us and connect with us and are looking for a candidate who is excited to join us in this important work.

Responsibilities

Financial Leadership

• Develop and monitor the operating and capital budgets while overseeing the accounting and related financial activities of the Museum, including the preparation of monthly and annual financial statements; project and grant reports to ensure compliance with requirements and polices of funding sources; and cash flow statements that will assist the Director, the department heads, and the Board in the management and governance of the institution
• Oversee the financial aspect of earned income activities of the Museum, such as the Museum Shop, admissions, programs, and special event revenues
• Work closely with the Executive Director, Treasurer, and Finance Committee of the Board in support of the effective oversight of the Museum’s financial assets, including its restricted, temporarily restricted, and operating assets
• Serve as main point of contact for independent auditors to complete the annual financial statement audit and IRS Form 990, preparing supporting schedules and providing backup documentation as required

Accounting/Bookkeeping

• Manage accounts payable and receivable, invoicing, cash receipts and other bookkeeping functions, including regular transactions into QuickBooks
• Monthly reconciliations of the museums accounts and cash transaction systems (Little Green Light, Square, Cognito Forms, etc.)
• Manage financial back end for the Museum’s retail store (TAM) and assist with inventory procedures

Grants and Contracts

• Manage state and federal reimbursement grant finances, invoices, and payments
• Create and track grant finance reports
• Support the creation of budgets for grant applications with Development office and program teams

Administration

• Payroll: Manage payroll for all employees (currently internal, with the option to switch to external payroll processer)
• Audits and Filings: Coordinate annual workers compensation audit, insurance audit, and any other required fillings
• Insurance: Assist the Executive Director in monitoring the Museum’s insurance and risk management program as it applies to its facilities and collections, manage annual insurance renewals

Human Resources

• Oversee the benefits program for its staff, including the health insurance and retirement programs (currently internal, with the option to switch to external benefits administrator)
• Manage new staff on-boarding, including new hire paperwork
• Manage annual review process for all staff
• Support access to staff trainings and professional development opportunities

IT Systems

• Manage museum-wide IT networks, systems, and technology (currently internal, with the option to switch to external IT contractor)
• Manage computers and printers, including tracking computer purchases and upgrades
• Work with external consultants and contractors as needed

Qualifications, Skills, and Attributes

• A minimum of 3 years of financial management experience with a degree in accounting, finance, business, or related field (or equivalent experience)
• Knowledge of federal, state and foundation grant accounting, compliance reporting
• An understanding of GAAP standards, accrual accounting, and grant reporting
• Proficiency with QuickBooks and Excel
• Experience in nonprofit finance, board reporting, and endowment management
• Strong organizational and communication skills
• Experience or strong interest in working with museums or non-profits
• Ability to organize and prioritize tasks, including strong communication skills
• Strong interpersonal and collaborative team skills
• An interest and commitment to DEI/representative work in museums
• A commitment to collaboration and an enthusiasm for Lake Champlain, its history, and its future

Schedule

This position may be full time with all of the duties and responsibilities listed above. There is also the option for this to a part-time (20 hour/week) position, and for some of the daily accounting duties to be filled by a bookkeeper. In that case, this position would also manage the hourly bookkeeper. The final schedule and job description will be determined based on candidate interest and experience.

Salary

 $26-29/hour based on experience (other benefits include a robust combined time off policy, flexible schedule, opportunity for partial work from home hours, and discounts in the museum store and on museum programs)

Application

Please submit a resume and cover letter to info@lcmm.org with the subject line “Director of Finance and Administration” by October 21, 2022.

Equal Opportunity Employment

Lake Champlain Maritime Museum provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

DIRECTOR, JEFERSON COUNTY MUSEUM

The Old Charles Town Library, Inc. (OCTL) is seeking a creative and imaginative Director to oversee the operations of the Jefferson County Museum.

The Old Charles Town Library, a non-profit organization, supports both The Jefferson County Museum, as well as the Charles Town Library, combining history, culture, and information resources for the enrichment of a diverse community, as well as visitors and tourists.

Since its founding more than 55 years ago, the museum has acquired, maintained, and exhibited an extraordinary collection of artifacts and documents reflecting the county’s rich history. The museum is supported by the library’s special collections, with holdings of more than 5,000 volumes on the history of the county and the Shenandoah Valley.

The Director will work collaboratively with the museum historian and an additional part-time staff member, as well as the OCTL Executive Director and the Board’s Museum Committee in the operation and maintenance of the museum, including exhibits, education, outreach and marketing; collection management; record keeping and reporting; fundraising; and recruiting and training staff and volunteers. A candidate for the position will be knowledgeable in all aspects of museum operations and maintenance; curious and committed to lifelong learning; attentive to detail, with strong recordkeeping, organization, and communication skills.

QUALIFICATIONS

A master’s degree in museum studies, history, public history, or other cognate field. Two years of experience working in a museum or other equivalent experience.

EXPERIENCE, SKILLS, and ABILITIES

• ·         Experience with museum operations, exhibit design and collections management experience
• ·         Experience in the day-to-day management of a museum
• ·         Knowledge of museum ethics, standards, and professional practice
• ·         Familiarity with collections management software
• ·         Familiarity with digital tools necessary to develop online exhibits
• ·         Microsoft Office, especially Word and Excel
• ·         Effective communication and writing skills
• ·         Knowledge of Jefferson County, WV, history (not required, but a definite plus)
• ·         Ability to complete research and academically-focused work
• ·         Strong public service orientation; ability to work with the public in a consistently friendly and courteous manner
• ·         Ability to juggle varied and wide-ranging duties and a mind attuned to details

JOB DUTIES

Serve as the primary administrator of the museum’s artifacts and archives; including acquisition and processing; care of the collection, including storage, temperature, relative humidity, pest control; and disaster planning

Create interactive education programs as well as plan special events in conjunction with recent exhibits to a diverse community. For reaching out to schools, facility in designing materials that connect the museum’s message with an element of a teacher’s curriculum so that both teachers and students have an opportunity for an enhanced lesson and the museum can increase its visibility and attendance.

Ensure that museum engagement and educational programming is welcoming, equitable and accessible for all, or targeted audiences. Interact with the public, co-workers, and donors in a consistently friendly, courteous, and flexible manner

Manage the collection, including accessioning, conservation and managing loans; catalog, and create finding aids to ensure objects are fully documented and accounted for as well as readily available to researchers. Properly identify and classify collection objects and integrate new objects into the collection in an accessible and logical way

Actively work to identify and build strong relationships and partnerships with the diverse communities served to strengthen their voices and thoughtfully respond to their needs

Understand and internalize the concept of equity and what it means in terms of accessibility and assisting our patrons in understanding the historical narrative

Develop audio-visual presentations for exhibition, and coordinate archival digitization projects to create online learning opportunities.

Ensure collections database is maintained and liaise with PastPerfect vendor as necessary

Maintain museum website and post to social media platforms

Manage correspondence related to museum inquiries, including acquisitions, loans, accession or deaccession of artifacts. Answer research and information requests and conduct research on the history of the county, including research on the museum collections

Maintain records on admissions, donations, museum services, and research requests.

Submit quarterly reports to the Executive Director and the Board of Directors

Attend relevant workshops and other training, as well as local history conferences

SUPERVISORY RESPONSIBILITIES

Supervises museum staff and volunteers

TERMS OF EMPLOYMENT

Full-time (40 hours/week, Tuesday - Saturday), salaried position with leave, retirement, and assistance with health insurance

Salary: mid-$40s, depending upon education, qualifications and experience

Supervisor: OCTL Executive Director

Application Process

Interested applicants are invited to submit a cover letter explaining their interests in and qualifications for the position, a resume, and contact information for three professional references, via email to Dr. Marcella Genz, OCTL Executive Director, at octldirector@ctlibrary.org. Preference will be given to applications received by 3 October 2022. Position open until filled.

Historic Annapolis (HA) is seeking a Vice President of Preservation to lead the Preservation division of our organization. This is an exceptional opportunity to join the senior management team at HA, the leading non-profit preservation and history organization in Annapolis, Maryland. The programs under the incumbent’s direction focus on property management and preservation advocacy specific to protecting the historic character of Annapolis. Alongside the President and CEO and Board of Trustees, the Vice President of Preservation is a public advocate and spokesman for HA’s preservation-related programs and provides outreach and education within the local community. The incumbent will work closely with the Annapolis Historic Preservation Commission (HPC) and other partnering organizations/agencies.

This position is an exceptional opportunity for a talented individual to grow professionally as a part of an impactful organization that has become increasingly visible in Annapolis the past several years, making connections with our past to envision a better future for the entire community. The Vice President of Preservation’s office is located in our executive offices at Shiplap House (c. 1715), steps from City Dock in the heart of the Historic District. This position offers a competitive salary and a generous benefits package. It is an exciting time in the history of our organization, and we invite you to consider joining the team at Historic Annapolis.

JOB TITLE:  Vice President, Preservation
EMPLOYMENT CATEGORY: Full-Time / Salaried, Exempt (40 hours/week)
SALARY RANGE: $75,000 - $80,000 (commensurate with experience)

MAJOR RESPONSIBILITIES:

• Conduct best practices and maintaining high standards in preservation, restoration and rehabilitation projects involving HA properties; oversee comprehensive maintenance schedule for 13 properties and associated grounds, a dozen of which are state-owned
• Supervise Horticulture Staff, comprised of a Facility Manager, who manages the day-to-day operations of HA properties, and gardening staff
• Provide support to the Senior VP, Capital Projects with the management of the James Brice House restoration project, and attend restoration team meetings, as needed 
• In consultation with President, research, write and/or present preservation-related testimony on behalf of the organization
• Provides technical assistance and consultation to the public on preservation-related matters 
• Review HPC applications, prepare written comments and provide public testimony at hearings, as needed
• Administer and direct historic easement program, to include project review of modifications that may affect the historic character of HA easement properties
• Manage and direct historic marker program, to include overseeing interns, volunteers, and staff who carry out various tasks associated with the program
• Administer annual Preservation Awards program, to include identifying candidates for awards, prepares recognition, and presents awards at the annual meeting
• Oversee property emergency management program; responsible for updating, maintaining and providing training on the Emergency Disaster Planning for HA properties, in tandem with Curator of Collections
• Develop and facilitate programming for Preservation Circle members, as well as other public programs and outreach initiatives related to preservation division
• Monitor planning, legislative issues, and current issues in preservation, to include resiliency, environmental issues and tax credits
• Participate in partnerships/forums/and organizations dealing with historic preservation, heritage tourism, conservation, and land use issues
• Manage grant-funded preservation projects, including tracking expenses, overseeing work, and preparing narratives for applications and reports, in conjunction with the Development Department
• Manage preservation interns, as needed
• Serve as staff liaison to the Preservation, Education, and Collections subcommittee of the Board of Trustees, along with the VP of Education and Curator of Collections
• Other duties as assigned by the President/CEO and/or at the request of the Board of Trustees

DESIRED QUALIFICIATIONS:

• Undergraduate and/or Master’s degree in American History, Historic Preservation, or Architecture or related field
• 6+ years of experience in comparable position; management and/or non-profit experience a plus
• Proficiency in current issues in historic preservation, to include resiliency issues
• Demonstrated knowledge of Maryland history, architecture, archaeology, horticulture, or architectural history a plus
• Ability to communicate the mission of HA to internal and external audiences
• Project management skills, with demonstrated ability to create and manage budgets
• Highly motivated, goal oriented, creative thinker
• ·         Excellent customer service, time management and organizational abilities with exceptional oral and written communication skills
• Proficiency in Microsoft Office Suite and Zoom (virtual meeting program)
• Ability to multi-task, set priorities, and work independently with great attention to detail and consistently meet deadlines
• Willingness and ability to function as a team player, including working a flexible schedule, including occasional evenings and weekends, to accommodate the needs of Historic Annapolis

ADDITIONAL INFORMATION: Historic Annapolis offers a competitive benefits package, including medical and retirement benefits. The office environment is flexible, fluctuating between an office setting to meetings outside the office and the periodic opportunity to work remotely.

EQUAL OPPORTUNITY EMPLOYER: Historic Annapolis is an equal opportunity employer, committed to diversity in the workplace. We do not discriminate on the basis of race, color, religion, age, sex, marital status, national origin, physical or mental disability, familial status, genetic information, gender identity or expression, sexual orientation, or any other characteristic protected by state or federal law.

Interested applicants should submit a cover letter and resume, including salary requirements, to Ms. Lucy Mikhailova at lucy.mikhailova@annapolis.org by October 3, 2022.

Full job description can be found at https://www.annapolis.org/support/employment-internships. 

Executive Director Job Posting

Position Description

The Tippecanoe County Historical Association (TCHA) is a community-engaged 501(c)3 nonprofit historical organization with a large collection encapsulating 300 years of county history, and a mission to actively curate, preserve, research, and share the county’s diverse history.

We are seeking an enthusiastic Executive Director with leadership and management skills, as well as a strong appreciation of history’s role in today’s society, to work with the Board of Governors, staff, and volunteers to continue to broaden the impact of the Association and its historical resources throughout the community.

The Executive Director is the team leader for staff and volunteers, and reports directly to the Board.  The Executive Director is the public face of TCHA and oversees all aspects of the Association’s operation, working in conjunction with the experienced staff, engaged volunteers, and the Board of Governors.  

The position is full time, salaried, and exempt.  Duties include some evenings and weekends. The position primarily requires an on-site presence with remote technologies used for selected hybrid in-person/remote meetings or events. The starting salary range is between $60,000 to $65,000 (plus benefits) based upon experience and qualifications.

TCHA is located in Lafayette, Indiana, a sister community with adjacent West Lafayette (the home of Purdue University) and within 1 hour of Indianapolis and 2 hours of Chicago. Tippecanoe County enjoys a Midwest cost of living and highly rated schools.  The Purdue University influence infuses the community with a youthful level of energy and provides opportunities to experience a diverse and varied range of entertainment, dining, and cultural experiences. Tippecanoe County is uniquely situated to have experienced a rich and significant history ranging from early indigenous settlements and 18^th century French traders at Fort Ouiatenon, to the Battle of Tippecanoe in 1811.

Responsibilities

●       Oversee the daily operation of the TCHA facilities to ensure facilities are functional, safe, well-maintained, and are operated in an ethical and professional manner

●       Utilize effective leadership, management, and communication skills to ensure staff and volunteers continue to advance the mission and strategic goals of TCHA

●       Maintain effective communication and working relationship with the Board of Governors and the Board Committees 

●       Work closely, and communicate frequently, with the Board Treasurer and the Budget and Risk Management Committee to assure that appropriate fiscal oversight and procedures are maintained across Association operations, and that fiscal spending is in compliance with the Board-approved budget.

●       Be the public-face of TCHA.  Facilitate the development of mutually supportive relationships with diverse groups, individuals, and potential donors within the community through face-to-face meetings and the use of social media.

●       Work with the Membership and Development Committee to increase membership, community engagement,  the visibility of TCHA and its mission, and the methods by which additional fiscal income streams, donations, and endowment can be created.

●       Work with the Programming Committee, the Publications Committee, and the Bicentennial Committee to help assure production of quality publications and programming (live in-person, live remote, and archived on-line).

●       Facilitate or perform additional duties as assigned by the President of the Board or the Board of Governors

Requirements

The candidate will have post-secondary education that involves development of management and leadership skills, either through formal coursework or other extra-curricular experiences, with preference given to candidates who have developed these skills in the context of not-for-profit (NFP) organizations.

A minimum of 2-year experience, either as a paid employee or as an active unpaid volunteer, working with the operation of a museum, historical association, or other community-engaged NFP.   

Demonstrated effective, goal-achieving, team leadership and management experiences.

Demonstrated examples of self-starting and problem-solving behaviors. 

Effective communication skills. 

Understanding of fundamentals of social media, marketing, and public relations.

Projects a professional image appropriate for representing the Association.

Preference given to candidates with a demonstrated interest or motivation in acquiring knowledge about local history.

The Tippecanoe County Historical Association is an Affirmative Action/Equal Opportunity Employer.  We do not discriminate against any individual or group of individuals on the basis of age, color, disability, gender, national origin, race, religion, sexual orientation, or veteran status.  Submitting an application does not constitute a promise or guarantee of employment.

To Apply: submit cover letter and resume to Jeff Schwab, President, TCHA Board of Governors, 1001 South Street, Lafayette, IN 47901 or to tchasearch@gmail.com.