Finance and Office Manager

The Opportunity

T/m is entering an exciting new chapter of operational maturity. As we grow our audience, strengthen our financial position, and build the institutional infrastructure to match the quality of our collection, we need an exceptional operational partner at the center of the organization.

The Finance and Office Manager is that partner. This is the person who makes the institution run — not from behind the scenes, but as an active, trusted presence in the day-to-day life of the museum. They own the books. They manage the processes that keep the organization compliant, efficient, and well-supported. They serve as a critical operational resource and trusted point of contact for staff, providing support for the systems, processes, and resources that make excellent work possible.

Role Overview

The Finance and Office Manager is responsible for the day-to-day financial management and operational administration of T/m. Reporting directly to the Executive Director, this individual serves as the museum’s primary point of accountability for bookkeeping, financial reporting, vendor and contract management, facilities oversight, and institutional compliance. The role is a generalist position with a financial emphasis: someone who brings genuine expertise to the numbers while also being capable, resourceful, and organized across the full range of operational needs.

Core Responsibilities

1. Financial Management & Bookkeeping
• Serve as the primary owner of T/m’s day-to-day bookkeeping in QuickBooks, including accounts payable, accounts receivable, bank reconciliations, and expense coding.
• Prepare accurate, timely monthly financial reports for the Executive Director; compile quarterly financial reports for the Finance Committee and Board of Directors that show not just the numbers, but what they mean.
• Monitor budget-to-actual performance across all departments; flag variances and work with the Executive Director to address discrepancies.
• Coordinate and support the annual audit and Form 990 preparation; serve as the primary staff liaison to the external auditor and accountant, ensuring all required documentation is accurate, complete, and accessible.
• Manage grant financial tracking and reporting – ensuring expenses are coded correctly to restricted funds, reimbursement requests are submitted on time, and grant financial reports are completed accurately.
• Manage institutional banking relationships, including account reconciliation, cash management, and Commerce Trust Company endowment draw coordination.
• Maintain and improve financial controls, procedures, and guidelines; identify and resolve gaps in financial operations proactively.
2. Operations, Facilities & Vendor Management
• Manage vendor relationships and institutional contracts, including tracking renewal dates, ensuring compliance with contract terms, and coordinating amendments or terminations.
• Oversee facilities operations in coordination with building management: routine maintenance scheduling, repair coordination, and facilities-related vendor relationships.
• Serve as the primary point of contact for IT triage and support – coordinating with external IT providers, managing equipment inventory, and ensuring technology needs are addressed promptly.
• Manage institutional insurance policies: track renewal dates, ensure adequate coverage, process claims as needed, and liaise with brokers.
• Oversee office operations and supply management; ensure the museum’s administrative infrastructure is functional, organized, and well-maintained.
• Identify operational inefficiencies and proactively recommend, implement, and document improvements to workflows, systems, procedures, and guidelines.
• Coordinate the work study program: manage student worker agreements.