Financial and Office Manager

The Financial and Office Manager plays a critical role in supporting the administrative and operational functions of the Spencer Museum of Art (SMA). This position is responsible for managing financial transactions, including purchases, deposits, contracts, and budget monitoring, while ensuring compliance with institutional policies. Additionally, the role oversees staff recruitment logistics, onboarding, and internal training coordination.

A key aspect of this position is maintaining and improving administrative systems, including museum-specific databases, reporting tools, and digital and physical archives. The Financial and Office Manager also facilitates internal communication, procedural documentation, and general office operations to ensure efficiency across departments.

The ideal candidate will have strong financial acumen, exceptional organizational skills, and a detail-oriented mindset. They will work to create a positive and productive environment where staff feel supported and respected. They should be proactive in assisting staff with daily administrative needs, ensuring accuracy and confidentiality in handling sensitive records, and meeting deadlines reliably. This position requires on-site presence, independent judgment, and discretion in all responsibilities. The Financial and Office Manager reports to the Deputy Director for Operations and Innovation.

40% - Financials

• Analyze and apply the museum's budget to process financial transactions, ensuring accurate allocation of funds for all Museum expenditures and payroll.
• Serve as the primary point of contact for financial transactions, providing clear funding strings and justifications to the Shared Service Center accounting specialist.
• Manage procurement of general supplies and project materials, coordinating orders based on departmental needs.
• Assist SMA Staff with purchasing via KU-procurement payment processing, including credit purchases, PO submissions, and non-catalogue vendor payments.
• Assist staff in navigating the KU Concur Travel System for travel arrangements and reimbursements, ensuring adherence to university policies.
• Provide logistical and administrative travel support for visiting scholars, artists, and museum staff as needed.
• Monitor project budgets and spending limits, proactively identifying discrepancies and ensuring compliance with financial policies.
• Generate detailed financial reports to track spending trends, forecast budget needs, and recommend mid-year adjustments as necessary.

25% - Office Management and Archiving

• Assess museum workflows and procedural efficiencies, recommending and implementing improvements to optimize administrative systems and documentation.
• Oversee the retention, organization, and disposal of museum records in compliance with institutional policies.
• Enforce naming conventions and maintain structured digital file organization for accessibility and efficiency.
• Track and analyze museum attendance data using the TrafSys people counter system, ensuring accurate reporting with the assistance of student employees.
• Collect, compile, and submit data for annual institutional reports, salary and operational surveys, and museum reaccreditation processes.
• Support data entry and records management within the MuseumPlus database, preserving institutional history through meticulous documentation of grants and major initiatives.
• Assist in managing the physical and digital institutional archives, ensuring long-term accessibility and organization of key museum records.
• Oversee incoming and outgoing mail services, maintaining museum mailing accounts and ensuring timely processing of payments for USPS, FedEx, and UPS services.

25% - Human Resources

• Manage the museum's main phone line, professionally handling inquiries from the public and directing calls appropriately.
• Liaise with the KU HR Recruitment staff to draft and update position descriptions, facilitate job postings, and coordinate hiring processes.
• Administer SMA-specific onboarding procedures for new employees, including professional, academic, and student staff.
• Provide support to SMA supervisors by facilitating onboarding needs, coordinating training, and ensuring seamless access to resources such as phone and data services.
• Maintain and regularly update staff manuals, organizational lists, and internal documentation to ensure accuracy and accessibility.
• Oversee website updates related to staff directories, job postings, and emergency communications.
• Organize and facilitate monthly museum-wide staff meetings and other departmental training sessions, ensuring effective communication and coordination.
• Coordinate the processing of annual student awards.

5% - Supervision

• Supervise at least one part-time student administrative assistant, providing mentorship, training, and oversight of daily tasks.
• Direct student assistants in data entry tasks, particularly within the MuseumPlus system, and oversee archive processing responsibilities.

5% - Other Duties as Assigned

• Provide event support as needed and assist with front desk operations to ensure a welcoming museum experience.
• Assist with Museum events.

A complete application includes:

• Completion of the online application.
• Cover letter addressing how you meet the required and preferred qualifications.
• Resume/CV
• Contact information for three professional references (including at least one previous or current supervisor).

Application review begins on Monday, May 5, 2025, and will continue until a pool of qualified candidates has been collected.

Jennifer Talbott
jtalbott@ku.edu
785-864-0135

53,000.00 - 55,000.00 Commensurate with Experience

Monday May 5, 2025

Monday May 19, 2025