Director, Finance and Operations

AIA New York

Director, Finance and Operations
The Director of Finance and Operations is responsible for overseeing all budget and fiscal functions, policies, and procedures. The Director of Finance and Operations also oversees IT and Facilities.

Primary duties and responsibilities of the Director of Finance and Operations include:

• Lead the annual budget development process, monitor expenditures and variances, and proactively update income and expense projections;
• Chart cash flow and ensure cash flow needs and adherence to Investment Policy;
• Prepare monthly and ad hoc financial reports for the Executive Director and the Board of Directors;
• Manage annual audit process and serve as the primary liaison with audit firm;
• Oversee tax preparation and filing;
• Supervise Finance Manager to ensure timely and accurate bookkeeping, bank deposits, receivables and payables;
• Negotiate, prepare, and monitor all vendor and consultant contracts;
• Perform all balance sheet reconciliations (bank accounts, investments, prepaids, deposits, accruals, depreciation, etc.) and prepare month-end close;
• Manage and track deferred revenue;
• Oversee grant and donor receivables and coordinate tracking with membership team;
• Oversee documentation of pro bono revenue, fiscal agency and other special revenue and invoicing needs;
• Develop and implement systems, policies and procedures to ensure compliance with USG or other funding requirements;
• Manage restricted funds and USG or other funds (UN, EU, etc.) in full compliance with relevant OMB and CFR guidance, OFAC, and grant award;
• Negotiate, prepare, and manage sub-contracts and sub-grants, including training of sub- grantees in USG compliance;
• Prepare all grant budgets, 424 form series, and grant budget variance or other fiscal reports for donors;
• Exercise final review for all organizational budgets, and final review and approval for all grant budgets and fiscal reports;
• Set up and manage people and systems to ensure adherence to restricted grant budgets, including periodic updates on budget variance and preparation of budget modification documents;
• Develop and manage general ledger and fund accounting systems and procedures, coding of payroll and other expenses to various programs through monthly cost allocations;
• Serve as staff liaison to the Board Treasurer and Audit Committee; and
• Ensure all fiscal policies, procedures and documentation requirements are adequate to protect the organization.

• Supervise and coordinate facilities, planning, maintenance, improvement and expansions; as well as the security process;
• Manage proposals, negotiations and contracts with third parties;
• Oversee the negotiation and administer building and service contractual agreements with regard to security, maintenance and engineering, and all capital improvements;
• Responsible for ongoing review, update and testing of emergency preparedness plan;
• Ensure museum compliance with all relevant codes;
• Oversee the Facilities Team to coordinate all appropriate departments and services related to events including, but not limited to, Security, Facilities, Education, and Member Services;
• Interface with all City agencies that have jurisdiction to ensure all events comply with City regulations. Agencies can include, but are not limited to Fire Department;
• Perform other related duties as required.

• Oversee management and maintenance of all office systems and facilities; including providing oversight and supervision of the Office Manager;
• Develop and oversee document retention policies and manage disposal of records;
• Develop and oversee risk assessment and emergency planning policies and procedures;
• Oversee organizational insurance policies and ensure organization is adequately covered;
• Ensure emergency and security policies and procedures are understood and followed, including cyber-security procedures; and
• Oversee compliance with state and federal registration and reporting obligations, including state charity registrations.

• Creative problem-solver who can proactively build and iterate the systems we need and be equally skilled at high-level strategy and day-to-day detailed operations.
• Excellent decision-making skills to maximize the coordination and effectiveness of the position’s diverse responsibilities.
• Exceptional interpersonal and communication skills to expand and maintain long-term and supportive relationships with all internal and external parties.
• Ability to think of new and improved ways to increase the organization’s capacity and effective use of resources
• Ability to adapt and thrive in a highly fast-paced, ever-changing environment with a demonstrated flexibility to make planning changes to reflect a dynamic work setting.
• Commitment to ensuring fiscal integrity and ability to handle highly confidential information with discretion.
• Flexible, sound judgment, and ability to take initiative and work independently
• Experience at managerial level in small/medium non-profits or commercial entities or as a manager in an accounting firm.
• Bachelor’s degree in accounting required, Master’s degree or higher, or CPA is a plus
• Familiarity with a wide range of financial transactions and strong understanding of US Non-Profit GAAP Accounting
• Demonstrated knowledge and experience with preparing, reviewing, and negotiating contracts or legal documents required
• 7+ years of relevant experience preferred.

APPLICATION INSTRUCTIONS: The American Institute of Architects has retained PNP Staffing Group to conduct this search. Interested candidates should forward their resume and cover letter to Beverly Slomka, Executive Recruiter at

New York, NY
Due Date: 
Wednesday, August 31, 2022
Posted by aao on July 29, 2022 - 11:20am