Reports to the Director of Finance and Operations
The Associate Director of Finance and Operations is a senior member of management, supervises the Senior Accountant, and is responsible for leadership and support in all budgeting, accounting, finance initiatives for Studio in a School Association, Studio in a School NYC, LLC and Studio Institute, LLC. The Associate Director is direct support for financial reporting with strategic objectives, budget development and monitoring, financial analysis and forecasting, financial reporting and accounting systems.
About Studio in a School Association
Studio in a School Association is comprised of two LLCs: Studio in a School NYC and Studio Institute. Studio NYC engages over 30,000 public school students in all five boroughs each year and aims to ensure that New York City public school students receive standards-based, quality instruction in the visual arts regardless of socio-economic status. Studio Institute provides programs and creates new partnerships with communities and cultural organizations nationwide. Studio Institute is currently working with partners in Boston, Cleveland, Memphis, New York, Philadelphia, and Chicago.
Primary Responsibilities Include:
- Work with the Director of Finance and Operations to coordinate finance and budget related communications across divisions and departments, including regular meetings with program and development staff.
- Prepare for and participate in forecasting and analysis discussions and generate cost-benefit reports to provide adequate basis for making financial decisions for budgets, investments, daily operations, and to guide long-range plans.
- Prepare reports for Board committees with financial oversight, including but not limited to: Investment Committee, Budget Committee, Audit Committee and overall Board and Executive Committee meetings. Present information at meetings as requested.
- Prepare analyses and ongoing balance sheet schedules and other account reconciliations as needed.
Finance & Accounting
- Write up and review journal entries according to internal checks and balances system.
- Lead, oversee and assure monthly closes for both LLCs.
- Manage the General Ledger; maintain the chart of accounts, review accounts, and troubleshoot and resolve any issues.
- Accurately deposit, record and reconcile all contributed revenue, including pledges and pledge payments.
- Maintain schedules and make all journal entries for accruals.
- Act as support and back-up for Accounts Payable and Accounts Receivable functions as needed.
- Assure GAAP compliance and Federal, State and City regulations; Non-profit rules/laws/mandates.
- Work with Director of Finance, President, and Board Budget Committee Chair to prepare and conduct Quarterly financial assessments and analysis of financial risks and benefits on business initiatives and generate reports to be submitted to the senior management team and Board.
- Prepare for and participate in forecasting and analysis discussions and generate cost-benefit reports to provide adequate basis for making financial decisions, for budgets, for daily operations, and to guide long-range plans.
- Recommend policies and develop and edit procedures to ensure adherence to internal accounting and financial controls.
- Work with Director of Finance to prepare and review budgets for fundraising proposals and fee-for-service contracts. Work with Program Directors to ensure that grant budgets are feasible and that SIAS follows through with what is promised to the donors.
Accounts Receivable (AR)
- Process and deposit donation checks and credit card donations, and enter into the general ledger.
- Review cash flow schedules prepared by Senior Accountant.
- Coordinate and strategize projections with Presidents, Director of Finance, and Director of Development.
- Review and approve the recording and ongoing tracking of fixed assets by the Senior Accountant, including Depreciation, asset sales and acquisitions, and leasehold improvements.
- Maintain the Net Asset schedule and coordinate with Director of Development, Presidents and Director of Finance.
- Serve as primary contact with the Auditor
- Create, develop, and maintain schedules, backup, consolidated financial statements, and analyses, and provide to auditor in collaboration with Director of Finance and Operations.
- Prepare salary and benefit schedules for the annual 990.
- Allocate expenses and income across programs and departments in coordination with Presidents and Senior Management.
- Proof reconciliations and schedules prepared by Director of Finance and Staff Accountant.
- Work with Director of Finance and Operations and auditor to prepare and present audited financial statements and Form 990 to Audit Committee, Board, and management as needed. Ensure approval and timely filing.
- Prepare annual Form 5500 reports for approval by the Board Budget Committee and file by the IRS annual deadline.
- Prepare financials for federal indirect cost rate renewal, if needed for federal grants.
- Manage process for Studio Institute business registrations in other states, and coordinate with Studio Institute consultant to assist with charitable registrations in other states.
- Supervise the Senior Accountant.
- In the event the Director of Finance, Senior Accountant or Payroll Administrator is unable to do their job, temporarily step into those positions to minimize the disruption of the Finance operations.
- Recommend changes in accounting, payroll, and reporting systems.
- Review and Approve bank and credit card reconciliations.
- Manage and review general journal entries and reconciliations in the following areas: cash, payables, receivables, billing, and collections.
Union – UAW Local 2110
- Review and approve monthly union dues reports generated by Payroll Administrator.
- Accounting Degree. CPA a plus. 4-5 years of experience in non-profit finance preferred. Experience in a public accounting firm is also a plus.
Experience and Personal Qualities
- Excellent communication skills and a comfort level with interacting with board members, coworkers, artists, vendors and consultants.
- Takes the time to understand issues from different points of view before taking action. Skilled at applying past learning and knowledge to new situations independently as well as part of a team.
- Exceptional organizational and prioritization/time management skills; demonstrated ability to work under pressure to meet deadlines.
- Experience with budgeting, projections and forecasting.
- Ability to work on multiple software packages with a high level of accuracy Familiarity with and adherence to standard accounting principles and controls. SIAS uses FundEZ accounting software.
- Detail-oriented with outstanding verbal and written interpersonal communication skills – can build rapport and credibility quickly with people at all levels.
- Demonstrated ability to exercise independent judgment in making decisions and resolving complex problems related to general and technical aspects of the job.
- High level of energy, self-motivation, and initiative.
- Discreet; understands when confidentiality is required.
- Demonstrated professional standards and unwavering integrity and ethical conduct.
- Familiarity with finance tracking systems a plus.
Habits of Work
- Ability to multitask and juggle competing priorities.
- Excellent communication skills and a comfort level with interacting with board members, coworkers, artists, vendors, and consultants.
- Creative and self-reflective.
- Self-starter but a collaborative team player.
- Committed to ensuring a congenial, collaborative, and respectful workplace.
- Skilled in being direct, yet graceful, organized and planned. Adaptive and thoughtful in a fast-paced environment.
- As a result of Covid-19, we are currently working in a hybrid schedule. This position would be asked to work from the office 3-4 days per week for check runs and other finance activities and this schedule may shift and evolve.
Vaccination and Masking Policies
- Studio in a School NYC, LLC is recommending that all new hires be fully vaccinated and boosted against COVID-19 prior to the start date. It is optional for employees to wear a well-fitting mask in our office when the NYC COVID-19 Community Risk Level is “moderate” or “low” based on the CDC website. However, mask-wearing in our office is still required when the NYC COVID-19 Community Risk Level is “high” based on the CDC website.
- Generous paid time off, Medical/Dental/Vision/Life Insurance, Pre-tax Flexible Spending Account (FSA) and Commuter Benefits, 403b Retirement Plan, AFLAC supplemental benefits, and Employee Assistance Program (EAP).
- The salary range for this position is $95,000 – $125,000 based on experience. We welcome an open discussion with all interested candidates about the full compensation package.
Email resume and cover letter to firstname.lastname@example.org. Write “Associate Director of Finance” in the subject line. No applications will be accepted without a cover letter. No phone calls, please.
If much of this job description describes you, please apply for this role. Research shows that women and people from underrepresented groups often apply to jobs only if they meet all the qualifications. We recognize this and encourage those with relevant skills and experience to apply.
Studio in a School is an equal opportunity employer and seeks to hire staff members who reflect the diversity of the communities we serve. All positions at Studio in a School are filled without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity or expression, disability, employment status, HIV/AIDS status, veteran status or any other characteristic protected by law. All are encouraged to apply.