Associate Director, Finance and Grants Management

Department
 

AI Museum Director

About the Department
 

As the fine arts museum of the University of Chicago, the Smart Museum of Art is a site for rigorous inquiry and exchange that encourages the examination of complex issues through the lens of art objects and artistic practice. Through strong scholarly and community collaborations and a welcoming approach to its exhibitions, collections, publications, research and teaching, and public programs, the Smart Museum plays a dynamic role in expanding artistic canons, rethinking received histories, introducing new perspectives, and engaging diverse communities—locally, nationally, and internationally. The Smart Museum is celebrating its 50th anniversary this academic year.

Job Summary
 

The Associate Director of Finance and Grants Management facilitates financial planning and management, financial processing and reporting, grants management, and development functions including grant reporting. This position also coordinates other organization administrative processes including supply ordering and equipment management. This role manages a broad range of business operations and organizational activities. Develops and implements select financial procedures and policies and ensures compliance. Prepares and monitors the budget for the Museum.

Responsibilities

• Collaborates with the Museum’s Senior Leadership Team to develop and monitor budgets, provide budget guidance, forecasting, spending analysis and revenue projections, utilizing expertise in the University’s financial systems and knowledge of non-profit/higher education best practices.
• Leads daily financial activities of the museum, monitoring and reconciling accounts, researching, compiling, and analyzing financial data to create reports, proposals, business plans, and other financial documents to facilitate strategic decision-making.
• Monitors budgets and leads regular meetings with members of Senior Team to share and review monthly financial reporting and cost allocations, ensuring budgets remains on track and spending is correctly allocated for each project. Monitors bills and ensure payments are on schedule.
• Manages payment processes including vendor relations, processing of invoices, awards, honoraria, reimbursements, and stipends, including student payments; prepares and approves monthly GEMs reconciliations, etc.
• Works with procurement and other relevant university parties to review vendor bids and contracts. 
• Collaborates with Director of Development to track progress toward fundraising goals.
• Prepares presentation material on Smart’s revenue, spending, and fundraising, and attends meetings to present on the Smart’s finances. 
• Stays updated on university procedures, system updates, and compliance requirements impacting Museum finance; identifies potential impact and required changes; promotes and communicates best practices.
• Uses best practices to develop and implement sound financial processes and procedures and ensure compliance.
• Collaborates with the Senior Team in the pursuit of grants and funding proposals.
• Works closely with Alumni Relations & Development for grants and gifts management, including processing all grants through University grants management system AURA and serving as the primary liaison with University Research Administration. Compiles interim and final financial reports for grants and gifts. Ensures that grant funds are used in accordance with donor restrictions and guidelines.
• Supports the preparation and management of grant and contract proposals, ensuring compliance with all University, federal and private foundation guidelines and regulations. Develops financial reports and assists with seeking funding for grants.
• Oversees supply ordering for the Museum including office, exhibition, and collections management supplies.
• Works in partnership with UChicago Arts Human Resources to support processes related to staff onboarding and offboarding, payroll, contracts, and other related payments.
• Works in partnership with IT Services and UChicago Arts to coordinate computer and office equipment leases and support.
• Supports Senior Team with booking travel arrangements and accommodations for outside speakers and visitors, arranging per diem payments for couriers, and other related needs.
• Uses best practices to develop and execute organization's operational and overall strategic plan. Develops and implements relevant policies and procedures and ensures compliance.
• Plans, develops, analyzes and manages budget, including developing multi-year budget forecasts. May oversee the preparation and management of grant and contract proposals, e