Finance and Office Manager - National Museum of Toys and Miniatures

Location:

Kansas City

Contract:

Full-Time

University of Missouri - Kansas City

The National Museum of Toys and Miniatures

The National Museum of Toys and Miniatures (T/m) is a Kansas City treasure and a nationally recognized cultural institution. Home to the world's largest collection of fine-scale miniatures and one of the nation's largest collections of historically significant antique toys, T/m invites visitors of every age to experience wonder, spark imagination, and connect with history through the art of play.

Founded in 1982 on the beautiful campus of the University of Missouri-Kansas City, T/m has grown to more than 33,000 square feet of exhibit space and a collection of over 100,000 objects. Our mission-to educate, inspire, and delight-drives everything we do, from the galleries we design to the team we build. We are a high-performing, collaborative, and joyful place to work, and we are growing.

T/m is entering an exciting new chapter of operational maturity. As we grow our audience, strengthen our financial position, and build the institutional infrastructure to match the quality of our collection, we need an exceptional operational partner at the center of the organization.

The Finance and Office Manager is that partner. This is the person who makes the institution run - not from behind the scenes, but as an active, trusted presence in the day-to-day life of the museum. They own the books. They manage the processes that keep the organization compliant, efficient, and well-supported. They serve as a critical operational resource and trusted point of contact for staff, providing support for the systems, processes, and resources that make excellent work possible.

This is not a role for someone who wants to manage from a checklist. The right candidate is proactive, organized, financially fluent, and deeply motivated by the idea that good operational infrastructure is what allows mission-driven work to thrive. If you are energized by building systems, solving problems before they become crises, and being the steady operational center of an institution you believe in - we want to meet you.

The Finance and Office Manager is responsible for the day-to-day financial management and operational administration of T/m. Reporting directly to the Executive Director, this individual serves as the museum's primary point of accountability for bookkeeping, financial reporting, vendor and contract management, facilities oversight, and institutional compliance. The role is a generalist position with a financial emphasis: someone who brings genuine expertise to the numbers while also being capable, resourceful, and organized across the full range of operational needs.

• Serve as the primary owner of T/m's day-to-day bookkeeping in Quick Books, including accounts payable, accounts receivable, bank reconciliations, and expense coding.
• Prepare accurate, timely monthly financial reports for the Executive Director; compile quarterly financial reports for the Finance Committee and Board of Directors that show not just the numbers, but what they mean.
• Monitor budget-to-actual performance across all departments; flag variances and work with the Executive Director to address discrepancies.
• Coordinate and support the annual audit and Form 990 preparation; serve as the primary staff liaison to the external auditor and accountant, ensuring all required documentation is accurate, complete, and accessible.
• Manage grant financial tracking and reporting - ensuring expenses are coded correctly to restricted funds, reimbursement requests are submitted on time, and grant financial reports are completed accurately.
• Manage institutional banking relationships, including account reconciliation, cash management, and Commerce Trust Company endowment draw coordination.
• Maintain and improve financial controls, procedures, and guidelines; identify and resolve gaps in financial operations proactively.

• Manage vendor relationships and institutional contracts, including tracking renewal dates, ensuring compliance with contract terms, and coordinating amendments or terminations.
• Oversee facilities operations in coordination with building management: routine maintenance scheduling, repair coordination, and facilities-related vendor relationships.
• Serve as the primary point of contact for IT triage and…