The Bailey-Matthews Shell Museum on Sanibel, Florida, is seeking applicants for the newly created position of Senior Assistant Director of Operations and Administration. Please see below:

The Bailey-Matthews Shell Museum

Position Description

Position Title:                   Senior Assistant Director of Operations and Administration

Reports to:                         Director

General Position Summary:

The Assistant Director of Operations and Administration (ADOA) is a senior-level manager responsible for all administrative and business operations within the Museum. This position will work under the direct supervision of the Museum director.  The ADOA is responsible for the effective financial management of the Museum, including financial operation of the store, management of revenue programs, admissions, and building and grounds maintenance.  The ADOA supervises store, front desk, and maintenance staff.

Primary Functions/Major Responsibilities (other duties may be assigned):

Handle day-to-day financial activities of the Museum, including banking, deposits, reconciliation, posting transactions, and maintenance of directed funds.  Process payroll and payroll taxes, purchase supplies, current liabilities, maintenance of accounts payable and accounts receivable, payment and reporting of sales taxes, quarterly state and federal payroll filings, 403(b) retirement plan. Perform month-end reconciliation procedures.  Work in tandem with Development Officer posting contributions, sponsorships, and memberships.

Interface with Director and Treasurer of the board of trustees in the preparation of annual budget, including divisional allocations and reporting. Direct preparation, review, and analysis of monthly financial reports to ensure that the Museum’s financial condition is in accordance with the guidelines established by the management and the board of trustees.

Provide regular financial reports to Finance Committee to inform committee members about Museum’s financial status. Support and work with CPA/auditor aiming for successful closure of 501(c)(3) financial statements and taxes. Provide assistance to CPA/auditor during the audit process.  Monitor compliance with CPA/auditor’s management letter. Assist Director and other staff as needed in the preparation of budgets for grant proposals and related reports.

Oversee daily physical plant operation of the Museum and coordinates with Director daily supervision of the front desk and maintenance staff.   Order materials, office supplies and equipment, furniture, and replace items for building and grounds. Work with contractors and equipment leases.

Working with public programs specialist, provides appropriate clerical support and assistance with management of volunteer program. Plans and supervises all bulk mailings as needed.

Supervisory Responsibilities:

Manage one store manager and associated store staff.  Responsible for general supervision, coordination, and evaluation of this unit.  Manage front desk staff, building supervisor, and volunteer coordinator [position to be created]. Carry out supervisory responsibilities in accordance with the Museum’s policies and applicable laws.

Minimum Qualifications:

Minimum B.A. or B.S. in accounting, finance, or comparable field required, MBA preferred.

Job Requirements:

At least five years of relevant experience in positions of increasing responsibility. Experience in a museum or related not-for-profit in positions of increasing responsibility preferred;

Extensive and comprehensive understanding of Quickbooks, including payroll and management of accounts payable and accounts receivable;

Demonstrated ability to communicate, motivate, lead, and relate effectively to a wide variety of individuals; strong interpersonal skills and understanding of the dynamics of governance and management in not-for-profits;

Experience with current business software such as Microsoft Office applications, including Excel and Access;

Ability to develop and manage complex budgets within guidelines;

Ability to work both independently and in cross-functional teams.

Salary: Commensurate with Qualifications and Experience.

Please send resume, a letter of intent, and names of three references to: Dr. José H. Leal, Director, The Bailey-Matthews Shell Museum , [log in to unmask].

The Bailey-Matthews Shell Museum is an Equal Opportunity Employer. It is the policy of the Company to provide equal opportunity for all employees and applicants for employment without regard to race, color, creed, religion, gender, sexual orientation, national origin, age, marital status, mental or physical disability, pregnancy, military or veteran status, or any other basis prohibited by state or federal law.

________________________________________________________
José H. Leal, Ph.D., Director and Curator          
The Bailey-Matthews Shell Museum
Editor, The Nautilus

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www.shellmuseum.org                             
                                                
3075 Sanibel-Captiva Road
Sanibel, FL 33957 USA
(239)395-2233
fax (239)395-6706

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