Director of Finance and Administration at New Hazlett Theater

Location: Pittsburgh, PA

Type: Full Time

Min. Experience: Manager/Supervisor

*Please note that this role is for New Hazlett Theater.

Passionate about the arts?  Looking for a new challenge and the opportunity to make a difference in your community?  We’re looking for creative, motivated people like you! Our Director of Finance and Administration actively supports operations in the areas of finance, human resources, business planning, budgeting, and staff training. 

New Hazlett team members embrace the theater’s mission to create dynamic art through innovation and collaboration. We provide vital resources to creators from all backgrounds to enrich our cultural community, and respect and present diverse artists and ideas.  

General Overview:
The Director of Finance and Administration actively supports operations in the areas of finance, budgeting, reporting, and human resources administration. This position is responsible for the accounting of all fiscal activity, including maintenance of the general ledger, cash receipts, credit card transactions, accounts payable, invoicing and accounts receivable.  They ensure accuracy of financial records, and maintain employee, customer, and vendor files.  They complete month and year-end closes, prepare financials, coordinate the annual audit and budget, and prepare grant budgets and reports. This position is responsible for accurate and timely payroll and benefits administration, as well as compliance with labor law and Theater policies.  Other business functions include business planning, insurance, and loss prevention. 

The Director of Finance and Administration reports to the Executive Director, with oversight from the Arts Finance Cohort (AFC) shared CFO. They provide high-level financial/operational support, as well as assistance with strategic projects. 

Essential Duties & Responsibilities:

  • Collaborate with the CFO to establish and implement policies and procedures for all fiscal management functions, ensuring appropriate controls and compliance.  
  • Develop and update financial projections to monitor NHT’s ability to achieve its strategic objectives.
  • Serve as staff liaison to the shared CFO and Board Finance Committee; attend Board of Directors meetings.
  • Supervise one part-time bookkeeper and manage other staff/contractors as assigned.

Key Financial Functions include, but are not limited to:

  • Budgeting: work with Executive Director and CFO to develop annual budget; work with staff to monitor performance to budget
  • Reporting: prepare monthly financial reports/dashboards for CFO and Finance Committee
  • Development: prepare grant budgets and reports; track grant and pledge activity; ensure proper treatment of cash and pledges; coordinate financial reporting for grant proposals
  • Supervision of routine financial functions – cash, accounts payable, accounts receivable 
  • Keep Executive Director and CFO informed of cash position
  • Prepare and submit monthly sales tax, alcoholic beverage tax, and amusement tax payments; prepare and submit annual unclaimed property report and Institution Service Privilege Tax
  • Month-end closing: review data and prepare adjusting journal entries; reconcile and propose necessary entries; update and reconcile temporarily restricted schedule
  • Yearly responsibilities: coordinate year-end close; prepare audit requirements for outside auditors; review, prepare and submit federal tax requirements, process 1099s annually
  • Other: Upkeep of accounting policies and procedures manual; ensure confidentiality of all customer and vendor information; review pricing structure and make recommendations; maintain banking relationships

Key Human Resources Duties include, but are not limited to:

  • Payroll: ensure timely and accurate transmittal of payroll; record payroll expense to general ledger and appropriate projects; prepare various payroll and tax documents
  • Benefits: prepare benefit enrollment forms, complete unemployment forms and calculate costs, file workers’ compensation claims; track employee sick days and vacation time; coordinate review and selection of benefits package 
  • Compliance: maintain employee policy manual; maintain oversight and ensure compliance to Theater policies and procedures; prepare job descriptions; ensure compliance with labor law
  • Personnel:  maintain employee personnel files and subcontractor files; ensure confidentiality of all employee information; maintain organizational chart
  • Staff training: coordinate semi-annual staff training sessions

Other Business functions include, but are not limited to:

  • Loss prevention: coordinate monthly supply and semi-annual equipment inventories
  • Insurance: ensure that all coverage is adequate and current; negotiate rates; file claims 
  • Business planning: gather required data to analyze potential strategic business initiatives
  • Strategic planning: coordinate periodic strategic plan review with board and staff
  • Other: understand and stay current with all programming initiatives, particularly as they pertain to Theater finances

Not sure you meet all of our qualifications? Don’t think of this job description as a mandatory, comprehensive list. If you believe that you could excel in this role, we encourage you to apply. Whether you’re new to arts and culture administration, returning to work after a gap in employment, or simply looking to transition, we would love to hear from you. Use your cover letter to tell us about your interest in the arts and what you could bring to this role.

Minimum Experience: 

  • 5 years accounting/business experience, including reporting and payroll processing 
  • Familiarity with the administrative requirements of human resources
  • Previous supervisory experience

Preferred Experience: 

  • Non-profit accounting/business experience
  • Knowledge of performing arts procedures and practices 

Knowledge, Skills & Abilities: 

  • High-level accounting skills and administrative expertise needed to conduct financial analyses, forecast budgets, and audit financial information
  • Excellent computer skills; proficient in fund accounting software, Microsoft Office and Excel.  Aptitude to easily learn new software applications 
  • Commitment to eliminating bias with regard to race, sex, gender expression, sexual orientation, ability, heritage, culture, religion and tradition, both on stage and off, and willingness to interrupt behaviors that impede our DEAI efforts.  
  • Strong verbal and written communications skills; ability to communicate with a broad range of stakeholders
  • Strong organizational and time management skills with the ability to multitask and reprioritize
  • Strong interpersonal and collaborative skills 
  • Ability to quickly identify and provide recommendations on issues
  • Highly motivated and calm under pressure 
  • Willing and able to make decisions on behalf of the Theater with confidence

Travel Requirements: Access to reliable transportation

Physical, mental demands and working conditions:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

  • An employee in this position works in an office environment.  Office equipment will be operated as part of this job.
  • The position frequently requires the employee to work in a theater environment, to communicate well with others both inside and outside the theater (e.g., in person, via telephone, via email).
  • The employee must be able to understand, interpret and analyze data, solve problems, concentrate, and research, use available technological resources and systems (e.g. computer programs), multi-task, prioritize, and coordinate with multiple individuals to complete essential tasks.  
  • An employee in this position is required to move throughout the workplace, write and/or type and communicate effectively.

Working Hours: Flexible schedule; requires one evening or weekend shift each week

Compensation: Salary range is $56,000-$60,000 dependent upon experience. Additional benefits include a comprehensive benefit plan offering health, dental, and vision insurance, disability insurance, life insurance, and paid time off. 

The New Hazlett Theater is proud to be an Equal Opportunity Employer, and we encourage people from underrepresented backgrounds to apply. We do not discriminate on the basis of race, color, ethnicity, ancestry, religion, national origin, gender, sex, gender identity or expression, sexual orientation, age, citizenship, marital or parental status, disability, veteran status, or other class protected by applicable laws.

Employment may be contingent upon your successful completion of a professional, educational and criminal background check. At the time of employment, you must also present documentation indicating that you are legally authorized to work in the United States. Full Covid-19 vaccination is required, barring a legal exemption

TO APPLY: Please submit a resume with cover letter, and three professional references. Applications will be accepted until May. No phone calls, please.  

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