Finance and Office Manager - The National Museum of Toys and Miniatures

University of Missouri - Kansas City
The National Museum of Toys and Miniatures

About The National Museum of Toys and Miniatures

The National Museum of Toys and Miniatures (T/m) is a Kansas City treasure and a nationally recognized cultural institution. Home to the world's largest collection of fine-scale miniatures and one of the nation's largest collections of historically significant antique toys, T/m invites visitors of every age to experience wonder, spark imagination, and connect with history through the art of play.

Founded in 1982 on the beautiful campus of the University of Missouri-Kansas City, T/m has grown to more than 33,000 square feet of exhibit space and a collection of over 100,000 objects. Our mission-to educate, inspire, and delight-drives everything we do, from the galleries we design to the team we build. We are a high-performing, collaborative, and joyful place to work, and we are growing.

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.

This is not a role for someone who wants to manage from a checklist. The right candidate is proactive, organized, financially fluent, and deeply motivated by the idea that good operational infrastructure is what allows mission-driven work to thrive. If you are energized by building systems, solving problems before they become crises, and being the steady operational center of an institution you believe in - we want to meet you.

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, timekeeping, and departmental assignments in partnership with supervisors.
• Support interview logistics by preparing materials, coordinating schedules, and ensuring technology and meeting resources are available for candidates and interview teams.

3. Board & Institutional Compliance Support

• Coordinate logistics for Board of Directors and committee meetings: prepare meeting packets, track RSVPs, manage materials distribution, and maintain meeting records.
• Maintain the institutional and compliance calendars, including UMKC reporting deadlines, accreditation documentation, and grant reporting schedules; keep the Executive Director and department heads on track.
• Maintain and organize institutional records, contracts, and governance documents, including accurate, up-to-date employee and contractor records, in compliance with UMKC policies; ensure the Executive Director has reliable, accessible documentation.

4. Budget, Planning & Executive Support

• Serve as an active thought partner to the Executive Director on operational questions, financial scenarios, and institutional decisions requiring administrative input.
• Support budget development annually: compile departmental actuals, prepare draft budget templates, and assist in the modeling and formatting of the proposed budget for Board review.
• Track capital projects and major expenditures; maintain organized project files and ensure the ED has current information on status and costs.
• Perform other duties as assigned.

A Bachelor's degree or an equivalent combination of education and experience and at least 4 years of experience from which comparable knowledge and skills can be acquired is necessary.

• A Bachelor's degree in accounting, business, finance, public administration or related field.
• Experience in financial management, bookkeeping, or operations, with demonstrated bookkeeping or accounting responsibility.
• Demonstrated proficiency in QuickBooks; experience with nonprofit fund accounting, restricted funds, and grant financial management strongly preferred.
• Experience preparing financial reports for a board, finance committee, or senior leadership team.
• Demonstrated experience with contract administration, vendor management, or facilities coordination.
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook); experience with database or CRM systems a plus.
• Experience in a nonprofit, cultural institution, or higher education environment strongly preferred.
• Strong financial acumen and analytical skills, with the ability to interpret financial information, ensure accuracy, and communicate complex concepts to diverse audiences.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple priorities, maintain confidentiality, and exercise sound judgment.
• Demonstrated ability to develop and improve systems and processes while collaborating effectively with colleagues to support the Museum's operations and mission.

The anticipated hiring range for this position has been established as up to $73,000 annually.

Salary is determined by a variety of factors, including but not limited to, the individual's particular combination of education, skills, and experience, as well as organizational requirements.

Your total compensation goes beyond the number on your paycheck. The University of Missouri provides generous leave, health plans, and retirement contributions that add to your bottom line.

Grade: 10
University Title: BUSINESS SERVICES CONSULTANT II
To review the University of Missouri's Staff Compensation Structure you can view the Job Code detail page. Internal applicants can determine their university title by accessing the Talent Profile tile in myHR.

For best consideration, please submit a cover letter with your resume and application materials.

To apply, please submit a cover letter and resume.

The job posting will remain open until filled. For best consideration, please apply by November 8, 2026.

Employment visa sponsorship is not available for this position.

Kansas City offers the best of both worlds-a vibrant, urban community with Midwestern appeal. The city's rich history and its modern-day, innovative thinking come together to create an eclectic group of neighborhoods that offer a little something for everyone. From thriving arts districts, an energetic downtown nightlife, casual to upscale shopping and champion sports teams, you will have no problem making yourself at home. Of course, one of Kansas City's biggest claims to fame is its food, especially its world-famous barbecue. Foodies will delight in the culinary scene found throughout the city. Ranging from award-winning chefs to cozy pizza joints, Kansas City definitely is not lacking any flavor.

UMKC's campuses are conveniently nestled in the middle of all the action. Volker Campus is just minutes from the legendary Country Club Plaza, perfect for shopping or restaurants for lunch or after-work happy hours. Surrounded by hip neighborhoods and eateries, the Health Sciences Campus is located downtown near University Health Truman Medical Center and Children's Mercy Hospital.

UMKC is proud to be "Kansas City's university," and the campus and its people celebrate all the characteristics of the surrounding community. To learn more about life in Kansas City and find more resources, visit VisitKC.com.

This position is eligible for University benefits. As part of your total compensation, the University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, short- and long-term disability, paid parental leave, paid caregiver leave, and educational fee discounts for all four UM System campuses. For additional information on University benefits, please visit the Faculty & Staff Benefits website at https://www.umsystem.edu/departments-staff/human-resources/benefits-retirement

Equal Employment Opportunity

The University of Missouri is an Equal Opportunity Employer.

To request ADA accommodations, please call the Office of Equity & Title IX at 816-235-6910.