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Division Coordinator, Finance
DIVISION COORDINATOR, FINANCE (Part Time)
Reporting to the Director, Investment Accounting, the Coordinator provides a high-level of administrative support for the division and is responsible for detail-oriented leadership in organizing the operational and administrative activities for the VP position; responsible for schedule management, office management, communication liaison, information preparation, records management and representing the VP to others.
SCHEDULE:
Mondays 9 am - 5 pm
Wednesdays 9 am - 5 pm
Fridays 9 am - 5 pm
KEY ACCOUNTABILITIES/ESSENTIAL FUNCTIONS
- Administrative Support: Provides support that ensures the effective use of time and productive iterations with internal and external constituents and staff by managing phone calls, e-mails, calendar, meetings and reporting. Additional project management support for special projects as assigned.
- Accounting Support: Cross train on account's payable function providing back-up support for the Division.
- Schedule & Calendar Management: Responsible for managing the VP’s calendar of events including relevant meetings, event attendance, committee meetings ensuring the VP is well-informed and prepared in advance.
- Cross-Division Administrative Support: Provide limited administrative support to the Human Resources division as needed.
- Communications: Facilitates communication among staff, internal/external contacts. Reviews and responds to both internal and external correspondence on behalf of the Vice President. Provides first drafts of communications, presentations, and other content for the Vice President.
- Committee & BOT Support: Manages the assigned Board of Trustee committee activities and by supporting committee meetings, including scheduling of meetings, arranging catering, communications, and preparing meeting materials. Keeps all meeting minutes and committee member terms.
- Constituent Liaison: Liaisons with internal and external constituents and other key stakeholders and respective offices for meeting and event purposes. Assists in preparation of presentations for all meetings.
- Other: Completes all other duties as assigned or requested for the general support of the organization.
?CORE CAPABILITY REQUIREMENTS
Education/Experience/KSA
- Bachelor’s degree or the equivalent combination of education and experience
- Three to five or more years of experience supporting an senior-level leader for a medium-sized organization with not-for-profit preferred
- Intermediate to advanced level of aptitude in MS Word, Outlook, Excel, PowerPoint and CRM systems
- The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role
- Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important
- The ability to handle confidential information and communication and use discretion and judgment to facilitate the VP’s activates
- Strong listening and Communication Skills with the ability to follow instruction to understand those instructions with little or no follow up
- People/Interpersonal skills with the ability to effectively be the first line of communication for the VP and the outside world, potentially speaking with donors, other employees and upper management presenting a professional and knowledgeable presence
CORE COMPETENCIES
- Inclusion, Diversity, Equity, Access and Sustainability (IDEAS): We embrace IDEAS in every aspect of our ideals and aspirations, as we believe these values to be paramount to success. Each staff member and volunteer embodies the institution’s commitments and agrees to exhibit behaviors that align with them. We hold one another to these expectations so that, together, we may know, own, energize and sustain our culture and the institution for generations to come.
- Communication Skills: Ability to interact professionally with all levels of internal staff and with external stakeholders. Strong interpersonal communication skills; diplomatic and collaborative work style. Excellent public speaking skills and ability to work with multiple audiences.
- Collaboration and Teamwork: Highly effective as a team member and collaborator. Excellent relationship management skills with proven ability to quickly earn the trust of key stakeholders, mobilize and motivate others, set direction and approach, and resolve conflict.
- Integrity: Demonstrating honesty and a consistent and uncompromising adherence to strong moral and ethical principles and values.
- Service Focus: Highly responsive and resourceful; strong propensity to provide excellent service and support internally and externally with a professional and approachable manner.
- Technical Acumen: Well versed in technology and/or the ability to identify the technologies that have impact on the growth and sustainability of the museum and to attain the knowledge required to leverage the power of those technologies in the daily job.
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Job Family
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Finance |
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Salary Grade
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Grade 5:
$21.83 - $24.58 per hour
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FLSA Classification
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Non Exempt |
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Working Conditions/Physical Requirements
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While performing the duties of this job, the employee will frequently move hands and fingers repetitively while typing or writing. Occasionally required to stand; walk (traverse from one location to another) sit at a desk for extended periods; reach with hands and arms. The employee will occasionally travel to and from the museum to local locations for meetings and events. The noise level in the work environment is usually moderate.
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Hours/Travel Expectations
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Monday - Friday 9:00 AM to 5:00 PM. Occasional after-hours work is required.
0-5% of Travel Required
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Non-Discrimination
The Nelson-Atkins is an equal opportunity employer and strongly encourages applications from people of color, persons with disabilities, women, and LGBTQ+ applicants.
The Nelson-Atkins Museum of Art does not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided based on qualifications, merit, and business need.
For individuals with disabilities who would like to request an accommodation, please contact the Human Resources Department.
The Nelson-Atkins Museum of Art conducts pre-employment background checks as part of our selection process.
Salary information is a general guideline only. The Museum considers factors such as (but not limited to) scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and business considerations when extending an offer.
Job Type: Part Time
Salary Range: $30,000 - 49,999
