Associate Director of Museum Finance and Administration

Associate Director of Museum Finance and Administration

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Department:
Museum Administration and External Affairs
Pay Rate Type:
Salary
Employee Type:
Full-time

The Associate Director of Museum Finance and Administration at the Colby Museum serves as a key member of the Director’s Office team. The Associate Director oversees the business operations of the museum, ensuring that financial and administrative processes run efficiently throughout the fiscal and academic year, and provides ongoing data management, analysis, and reporting that supports multi‑year budget planning, institutional evaluation, and strategic initiatives.

This position manages museum financial transactions, budget and expense tracking, and hiring processes in Workday, vendor contracts, and institutional surveys, working collaboratively with college financial services, human resources, institutional research, and other Colby College offices, as well as with museum staff and, as appropriate, external stakeholders.

Located in Waterville, Maine, the Colby Museum opens access to art and artists for the Colby community, for Maine residents and visitors, and for audiences beyond, creating a forum for experimentation, research, dialogue, and connection. We grow and use our stellar collection in ways that activate the power of art to expand imagination and forge new connections, fostering a more open, creative, and compassionate society.

We teach to inspire and open possibilities, so that students at Colby and other visitors can become more curious, nimble, and able to contribute within a changing world, in keeping with Colby’s dynamic liberal arts mission. We incubate art scholarship and practice in ways that explore and expand how the idea of America is understood and how art is made, interpreted, and shared.

We do so by supporting new research, providing mentorship, and convening a diversity of people and perspectives. The Lunder Institute for American Art and our exhibitions, programs, and publications facilitate field‑wide impact. We are committed to our audiences, including the Colby College community, residents of Waterville and the broader Maine region, national and international visitors, and the artists, scholars, and partners with whom we collaborate.

• Financial and Budget Management:
  • Serve as lead manager of museum budget processes, tracking, and reporting.
  • Facilitate annual budget planning, mid‑year budget review, and end‑of‑year reconciliation by working closely with the Director of Administration and External Affairs, the Director’s office, and area budget managers.
  • Work with the Director’s office team to prepare current‑year budget reports, generating updates on a monthly basis and as needed, and assist with managing multi‑year projections.
  • Serve as the museum’s business manager in Workday, creating, approving, and/or overseeing day‑to‑day procurement and expense transactions across all departments and ensuring monthly reconciliations are completed in a timely manner.
  • Work with the College financial services team and all museum departments to regularly monitor expenses and ensure alignment with institutional goals.
  • Facilitate grant and fundraising activities by providing budget and expense reports for internal gift and grant management and/or as required by external funders, working in collaboration with museum development and College advancement teams.
• Administrative Support:
  • Provide high‑level business administrative support to the Director’s office team, preparing business‑related briefing materials, presentations, or other business communications on behalf of the Director and senior staff.
  • Handle confidential and sensitive information with discretion.
  • Serve as a primary manager of institutional data and survey participation, acting as a primary point of contact for external stakeholders and overseeing internal data‑gathering as needed. Support institutional evaluation and planning by gathering and providing key data.
  • Ensure concise, timely and accurate record keeping,…