Director of Finance & Administration

  • Job Reference: 00002474-1
  • Date Posted: 9 May 2022
  • Company: Oregon Children's Theatre
  • Location: Portland, Oregon
  • Salary: On Application
  • Sector: Nonprofit
  • Job Type: Permanent

Job Description

Oregon Children's Theatre seeks a full-time Finance & Administration Director with experience in nonprofit operations, with a focus on budget planning, accounting, and business analysis. The ability to balance multiple projects and deadlines simultaneously, strong leadership skills, excellent communication and organizational skills are essential.This position reports to OCT's Producing Artistic Director, and collaborates with them to ensure that the organization has the resources and information necessary to carry out the organization's mission.  The Finance & Administration Director is a member of OCT's leadership team, interacting routinely with all staff leaders and board of directors. The Business Analysis, Patron Services Manager, and Management Associate are their direct reports.

Specific responsibilities include, but are not limited to:

Budget Management:

  • Organize and manage the annual budget planning process in collaboration with the Producing Artistic Director, department managers, and Finance Committee.
  • Communicate budgets to departments heads and provide guidance as needed.
  • Conduct quarterly budget review meetings with department heads.
  • Prepare earned and contributed income forecasts based on the analysis of historic trends, and considering economic and market conditions.
  • Prepare periodic budget re-projections to forecast OCT's year-end financial results,
  • Provide financial information as requested by Development department for grant, sponsor and foundation applications.
  • Prepare reports for industry surveys including TCG fiscal & salary surveys.

Accounting Management:

  •  Appraise the OCT's financial position and issue periodic reports on organization's financial stability, liquidity, and growth.
  • Manage contract with third-party bookkeeping service, ensuring timely and accurate transmittal of transaction records, including deposits, sales reports, check requests, and account reconciliations.
  • Review and manage accounts receivable and accounts payable.
  • Review and transmit Financial Statements for review by Finance Committee, as well as for staff, board, and committee meetings.
  • Monitor and forecast cash requirements, ensuring the availability of funds and reporting any upcoming periods of dynamic cash flow.
  • Develop accurate and timely financial forecasts to enable senior management to make informed institutional decisions. This includes organizing regular meetings with department leaders to share information, and assist in strategizing solutions as needed.
  • Maintain banking and investment service relationships for the organization
  • Work with departmental staff leaders in managing and improving their processes around revenue and expense. Build strong systems where these leaders have the information they need to help them make good financial decisions.
  • Reconcile donations/pledges on a quarterly basis in collaboration with Development Director.
  • Review monthly financial performance with Producing Artistic Director.
  • Analyze financial systems for increased efficiency/productivity.
  • Manage all audits, including OCT's annual independent financial audit, and workers comp audits.
  • Coordinate and execute on all tax reporting and payment requirements.
  • Administration and support in conjunction with the HR-Equity Director for the OCTC 403b Plan.
  • Coordination with the HR-Equity Director on all matters of payroll including IATSE payroll, fees, dues, and health/pension plan payments.

Operations Management

  • Ensure the organization is current on all business licensing, compliance, and taxes including but not limited to the following:
  • Raffle registrations
  • Signage registrations
  • Hiring/OSHA posters
  • State, Local, and Federal license and tax obligations
  • SAM registrations
  • Vehicle Titles
  • Help the organization to maintain adequate insurance coverages and limits including Generali Liability, D&O Insurance, Auto, and others as required.
  • Vaccine and Testing Management to be conducted in coordination with the Production Manager working closely to monitor and follow the latest CDC and other health official and theatre guidelines.
  • Manage all leasehold agreements between OCTC and vendors including equipment rentals, maintenance agreements, and building rentals and leases.
  • Oversee all facilities contracts related to janitorial, repair, and other building/facility functions.

RECRUITMENT TIMELINE:*

  • Posting closes May 31.
  • Reviewing applications weekly.
  • Notices of eligibility no later than June 3rd

*Is approximate and subject to change.

APPLICANT INSTRUCTIONS

Applicants must submit a cover letter/statement of interest, resume, and three professional references. References will not be contacted until explicit permission has been granted to us by the applicant.

Optionally, applicants may provide sample work such as grant writing, sponsorship solicitation, event outlines, or other professional writing samples.

ADDITIONAL INFORMATION

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job. Oregon Children's Theatre provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruitment, hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.