Administration and Finance Coordinator

COUSE-SHARP HISTORIC SITE is looking for the right candidate to be our ADMINISTRATION AND FINANCE COORDINATOR

A rare opportunity to join a "small but mighty" team of museum and nonprofit professionals At CSHS, we work hard, have fun, and celebrate our many successes as we serve the Taos community and beyond.

Our Statement of Purpose

Through its archives, collections, and programming, the Couse-Sharp Historic Site preserves and interprets Taos' crossroads of cultures, promoting and facilitating research, education, and new perspectives on the Taos Society of Artists, early artists of Taos, and regional and Indigenous communities in relation to the greater story of the multicultural American West.

Position description

The primary goal of the Administration and Finance Coordinator (AFC) is to ensure that the day-to-day business and financial operations of the organization run effectively, efficiently, and align with best practices of nonprofit organization management. Under the supervision of the Director of Operations and Communication (DOC), the AFC helps manage and accomplish tasks in finance, business planning and budgeting, human resources, general administration, systems and process documentation and improvement, and information technology. The AFC will also participate in fundraising activities, special events, program outreach, board meetings, committee meetings, and other support as warranted. Schedule flexibility to accommodate work at occasional special events is required. FLSA status is nonexempt.

Specific duties include but are not limited to:

Financial

Assists with budget development, oversight, and control

Maintains documented financial procedures

Ensures compliance with laws, regulations, and best practices

Serves as a principal contact with contract bookkeeper and accounting firm

Serves as backup/assist to other employees to accomplish Quickbooks Online data entry, check preparation, monthly financial review, and similar tasks

Spearheads maintenance of records

Helps oversee and administer financial aspects of grant management

Prepares financial reports for organization leadership and government entities

Acts as a point of contact for annual audit

Tracks and helps administer insurance policies (e.g., property, casualty, fine art, D&O, AD&D)

Personnel

Works with third-party administrators and insurance companies to manage benefits (e.g., QSEHRA, short-term disability insurance, retirement accounts, worker's compensation insurance)

Works with contract bookkeeper to accomplish payroll

Spearheads onboarding and separation of employees

Assists DOC in maintaining personnel files

Maintains and updates employee handbook and other policies and procedures to ensure the organization remains compliant with labor and workplace laws and best practices

Administration

Arranges and coordinates meetings, including distributing agendas and associated documentation for the Board of Directors

In cooperation with Board Secretary, helps prepare and distribute drafts of Board meeting minutes

Maintains procedure manuals and guidelines and suggests new procedures

In coordination with DOC and board, consolidates, establishes, and updates organizational policies and associated documents

Oversees maintenance of electronic master calendar

Oversees preparation and accomplishment of mailings

Responsible for obtaining mail and packages at Taos post office

Manages procurement of supplies, equipment and materials

Manages organization's primary email and voicemail accounts

Maintains various contact lists

Spearheads travel arrangements and reimbursements

Manages licenses, mandatory reports, organizational memberships, and subscriptions

Information technology and data management

Assists Site Manager in documenting IT assets and maintaining this information

Assists DOC and Site Manager in obtaining bids, making purchases, and managing IT-related contracts

Assists Site Manager in onboarding new users, supporting users, and initial IT troubleshooting

Assists Donor Relations Manager in administering customer relationship management software and data

Updates and maintains electronic and physical filing systems, in concert with DOC and Director of The Lunder Research Center

Maintains inventories of assets (other than art, archives, and artifacts)

Assists Visitor Experience Coordinator with visitor and volunteer statistics

Assists Visitor Experience Coordinator with POS systems and operation of physical museum shop and website shop

Event coordination

Assists with planning and implementation of annualevent schedule

Assists Visitor Experience Coordinator in accomplishing onsite and offsite receptions, lectures, art demonstrations, fundraisers, auctions, and similar events, to include vendor management for catering, furnishings, decoration, etc.

Creates spreadsheets to track data such as attendees, payments, food choices, requests, expenses, donations

Produces reports including revenue and expenses, volunteer time and in-kind donations, review and debriefing

Assists with coordination of art auctions and sales, including forms, recordkeeping and follow-up

Other support

Contributes to plans for emergency and risk management and disaster response

Along with all staff, assists in maintaining site security: securing doors and windows, setting alarms as needed, being on the list of who is called for alarms

Helps track grant opportunities and applications

Assists directors in researching grant opportunities and preparing applications

Education and experience

Required

Bachelor's degree from an accredited institution and at least 1 year's experience in administration and business operations

OR

Associate's degree and at least 4 years' experience in administration and business operations

Preferred

3 years' experience working in a nonprofit organization

3 years' experience in nonprofit business operations

Knowledge, skills, and abilities

Required

Outstanding organizational skills

Excellent analytical and interpretative skills

Excellent reading comprehension and written and verbal communication skills

Self-motivated and able to work independently

Courtesy, professionalism, and the ability to maintain confidentiality

Ability to thrive in a fast-paced, high-workload, entrepreneurial environment

Extensive experience with Microsoft Excel and Word

Experience with budgeting and financial reports

Preferred

Commitment to the organization's purpose

Extensive experience with budgeting and financial reports

Experience with third-party audits

Experience with administering personnel paperwork and policies

Familiarity with Quickbooks Online

Familiarity with Mac OS

Familiarity with Google Workspace

Familiarity with CRMs

Likes pie

Compensation and benefits

Base salary range: $45,000 to $48,000 annually DOE, FLSA status nonexempt

Paid vacation and sick leave

9 paid holidays per year

Annual bonus opportunity

Retirement saving plan with an employer match

Short-term disability insurance at no cost to employee

Qualified Small Employer Health Reimbursement Account

Some schedule flexibility and occasional remote work options

Equal opportunity

The Couse Foundation, the 501(c)(3) charitable organization that owns and operates Couse-Sharp Historic Site, is an Equal Opportunity Employer. Individuals seeking employment will receive consideration without regard to race, color, national origin, religion, age, sexual orientation, gender perception or identity, marital status, disability, protected veteran status or any other status protected by law.

Application instructions

To apply, send resume, cover letter, and contact information for at least three professional references to Regina McAskill Scherffius, director of operations and communication, at -

Job Type: Full-time

Pay: $45, $48,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Health savings account
• Paid time off

Work Location: In person

Salary : $45,000 - $48,000