Assistant Director, Finance & Administration

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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 department's 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.

• Lead the development, administration, and monitoring of the Facilities Department's 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.

• 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.
• 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.

• 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.
• 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 Museum’s legal advisor on matters related to contract…