Finance and Operations Manager

Job title: Finance and Operations Manager

Job description: The Art Gallery of Guelph (AGG) is a leader in national cultural landscape as well as the Guelph community, engaging our partners the University of Guelph, the City of Guelph, and the Upper Grand District School Board, as well as a broad and diverse membership and the general public, through an ambitious and dynamic mandate. With a collection of 10,000 works, historical to contemporary, the AGG’s artistic program features work by leading visual artists locally, nationally, and internationally, facilitating collaboration and participation in ways that foster and proliferate the exchange of art and ideas.

Position Overview

The Finance and Operations Manager for the Art Gallery of Guelph manages and improves all aspects of the gallery’s finances and operations. This role works closely with the Executive Director both to set priorities and to ensure their successful fulfillment, as well as lead and implement the strategic planning efforts of the gallery. The Finance and Operations Manager is responsible for ensuring the oversight and smooth running of all financial activities and operations, visitor services, and internal human resource management. The role requires a proactive and flexible approach, high-level administrative responsibility, and the ability to manage multiple tasks/functions.

Responsibilities

FINANCE

• Responsible for daily financial activities including but not limited to; accounts payable / receivable transactions, processing and generating invoices/contracts, budget preparation, analysis, and forecasting.
• Generation and maintenance of the organization’s internal financial record system (excel workbook), through an advanced application of excel spreadsheets.
• Ensures compliance in accordance with non-profit charitable organization regulations.
• Prepare grant applications and project budgets, ensuring all application submission and reporting deadlines are met.
• Responsible for obtaining requisite quotes and writing procurement justifications for High Value Purchase Orders.,
• Oversee front of house and retail operations; petty cash, cash donation, cash handling, transaction reconciling, software management, merchandising, as well as consignment and vendor agreements.

OPERATIONS MANAGEMENT

• Responsible for building operations, inventory maintenance, key control, surveillance / security system management, managing service contracts, external contractors, and liaising with inspectors; through the creation of an annual maintenance calendar
• Attention to the changing safety needs relating to Covid-19, administering responsive change to gallery procedures, workspaces, staff training, etc.

STAFFING & HUMAN RESOURCES

• Supervision of staff, ensuring building operations standards are maintained and improved, purchasing and operational procedures are followed, and workplace safety is maintained.
• Recruitment process for all part time/student employees including position postings, recruiting, interviewing, offers, hiring, training, and monitoring performance.
• Generates content for employment-focused government funding program applications (Young Canada Works, Canada Summer Jobs).
• Payroll submission and oversight for part-time employee hours
• Manage the logistics and legal requirements of the Annual General Meeting, as well as coordinate and attend trustee, audit, finance, house, and special task committee meetings; briefing executive staff and reporting to the board of trustees.
• Responsible for the accuracy and legal retention of all documents and records pertaining to the board of trustees. Co-ordinates and oversees the annual general meeting and draft the annual report. Maintain archives of minute books, policy books, administrative, and financial hardcopy files.

PROGRAMMING SUPPORT

• Collaborate on planning the annual membership campaign and any special fundraising initiatives; and devising donor cultivation strategies to further giving potential and to attract new donors.
• Manages financial aspects of the annual fundraising art auction and is responsible for the recruiting, training, and administration of students and volunteers.

Requirements of the position

• A minimum of three (3) years of arts and cultural sector experience, specifically related to cultural administration and operations management
• A minimum of a Bachelor of Business Administration, Bachelor of Arts undergraduate degree, or related equivalent combination of post-secondary education and work experience in the museum field.
• Demonstrated ability in budget management, facilities, staffing and stakeholder relations.
• Knowledge of: (1) Financial Administration; (2) Operations Management; (3) Human Resources; and (4) Board of Trustee Management.
• Supervisory experience, as well as experience working with a range of arts professionals, artists, volunteers, and donors.
• Demonstrated ability to build and facilitate relationships with national, regional, and community vendors and suppliers.
• Excellent verbal and written communication skills; ability to organize and prioritize work effectively; ability to exercise professionalism, tact, and diplomacy.
• High proficiency with Microsoft Excel and financial records systems, as well as point of sale software.

Position Number 098-012
Classification P04*

*Tentative evaluation; subject to committee review.

At the University of Guelph, fostering a is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

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