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Available Employment Opportunities

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Positions will remain posted until filled or until a sufficient pool of qualified candidates has been established. Please refer to the job number when you submit a resume or complete an application for a posted position.

 

Positions Available as of Feb. 27, 2015   

 

 

 


Assistant Vice President for Finance, Controller

 

Job Number: 074-15 

Department: Business Office

Classification: Regular, Hourly, Full time, 37.5 hours per week

 

Working under the supervision of and reporting to the Vice President for Financial Affairs, the Controller will be responsible for managing the finance, accounting and reporting activities of the institution. The Controller will lead daily operations of the Business Office and supervise the accounting staff, overseeing the following functions: financial reporting and compliance, accounts receivable, accounts payable, payroll, grant management and investment accounting and analysis and assists in management of budget and forecasting. The Controller will have extensive contact with all levels of staff, has frequent contact with outside vendors, agencies and consultants, and interacts with Trustees, Overseers, donors and volunteers. The Controller will be involved in supporting presentations to the board and senior leadership team, implementing new processes and systems, playing a strategic role in the financial planning of the Institution, and assisting in the administration of the endowment fund.

 

Primary Responsibilities:

 

  • Assures the smooth operation of all finance and accounting functions
  • Ensures that work completed in the department is accurate, timely and in accordance with general accepted accounting principles (GAAP) and that proper internal controls and safeguards are in place
  • Reviews financial data and carries out financial analysis, prepares reports for staff, Trustees, Overseers, and Overseer Committees, as necessary
  • Designs, documents, and implements accounting policies and procedures as related to GAAP, and OMB Circulars A-110 and A-122
  • Collaborates with the Director of Budgeting and senior leadership to develop an annual budget; manage and review all financial plans and perform ongoing budget and variance analysis
  • Reviews and files all required tax returns (e.g., Form 990) and other reports with the appropriate local, state and federal government agencies
  • Assists in the development of financial information for grant requests, maintains appropriate records of grant activity. Reviews and files grant reports with the appropriate organizations or agencies. Develops and negotiates indirect cost rate, as necessary
  • Reviews schedules and journal entries for the month-end and year-end closes. Works closely with the auditors, providing account analyses and reconciliations for the annual audit, and the OMB Circular A-133 audit, when required
  • Prepares the annual audited financial statements
  • Collaborates with the Advancement department on developing procedures for appropriate accounting for donations; reviews reconciliations between fundraising and accounting records; works closely with Planned Giving Director on the accounting, management and tax administration of split interest agreements
  • Manages the daily cash flow forecasting process for operations, restricted and capital projects
  • Develops and implements a treasury function for cash management and oversees and manages any use of a bank line of credit
  • Leads projects related to management of the endowment fund, including overseeing reconciliation of custodial and manager statements, the preparation of the endowment general ledger, accounting for investments, review of performance reports, and that invested assets are in accordance with the policies and investment guidelines stipulated in the agreements
  • Manages the development of new processes and systems, where necessary to create a more efficient and effective department and institution
  • Oversees the mentoring, training and development of staff members

 

Qualifications:

 

  • Bachelor’s degree in accounting, finance or related field, CPA required, MBA preferred
  • Minimum of 10+ years of accounting experience required, with 3+ years in a supervisory role
  • Strong knowledge of and experience with fund accounting in a large multi-disciplinary non-profit organization preferred. Experience working with an endowment fund and with planned (or split interest) gifts desirable
  • Investment management experience preferred; strong understanding of accounting for investments FAS 157, ASC 820; alternative investments and capital markets
  • Project management experience preferred; must have prior experience working across multiple departments and locations
  • Strong financial analysis skills and excellent oral and written communication skills; experienced in effectively communicating key data, including presentations to senior management, board or other outside partners
  • Must be well organized, and commitment to recruiting, mentoring, training and retaining a diverse team; with the foresight and ability to delegate accordingly
  • Must be technologically savvy with experience selecting and overseeing software installations and managing relationships with software vendors; advanced knowledge of accounting and reporting software
  • Ability to communicate tactfully, courteously and collaboratively, especially with non-business staff; discretion in handling confidential matters and information
  • Keen ability to translate complex financial concepts to individuals at all levels including finance and non-finance individuals

 

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 Director of Budget and Special Projects 

 

Job Number: 077-15

Department: Business Office

Classification: Regular, Hourly, Full Time, 37.5 hours per week

 

Working under the supervision of and reporting to the Vice President for Financial Affairs, the Director of Budget and Special Projects will be responsible for planning the fiscal year budget, managing and reporting on monthly performance, as well as leading the implementation of special projects that improve efficiency and financial processes across the organization. The Director will be involved in regular meetings with Senior Staff and department heads, both to plan and manage financial performance and to lead and implement new tools and processes. The Director will be responsible for both the technical implementation of new reporting, new systems, upgrades and work flows, as well as the project roll out, including training and communication to managers and staff. Acting in close collaboration with the Vice President and Assistant Vice President for Financial Affairs, the Director should actively take a leadership role in managing and routinely communicating The Huntington’s performance and processes. The Director will have extensive contact with all levels of staff, has frequent contact with outside vendors, agencies and consultants, and interacts with Trustees, Overseers, donors and volunteers. The Director will be involved in supporting presentations to the board and senior leadership team, implementing new processes and systems, and playing a strategic role in the financial planning of the Institution.

 

Budget responsibilities include:

 

  • Reviews financial data and carries out financial analysis, prepares reports for staff, Trustees, Overseers, and Overseer Committees.
  • Drafts quarterly updates on budget vs. actual performance on a quarterly basis, including accurate financial statistics and written explanations or trends and variances.
  • Annual preparation of fiscal year budget. Process to include interviewing staff to set revenue targets, establish areas for new growth or opportunities, assemble and analyze expenditures, determine annual feasibility and threshold for raises, benefits, new positions, expanded insurance coverage and opportunities for savings. Collaborates with Vice President and Assistant Vice President to develop and balance the annual budget plan.
  • Oversee all detailed budget entry into the General Ledger at the account level.
  • Plan and participate in the budget presentation to the Finance Committee
  • Perform regular meetings with all divisions to review revenue performance and analyze expenses, both budgeted and unplanned.
  • Review all position requests, both new and replacements, for proper account assignment and funding, and confirm prior inclusion in the budget plan.

 

Special Projects may vary based on the needs of The Huntington over time, but should always include opportunities to achieve best business practices; to create segregation of duties, to reduce manual transactions, to create ease of information exchange across the organization, to monitor and comply with various laws or compliance initiatives, and to achieve better work flow, approvals, reporting and analysis.

 

Initial projects the Director will be responsible for, in close consultation with the Vice President and Assistant Vice President of Financial Affairs, and in close coordination with other senior staff are as follows:

 

  • Payroll System upgrade: Lead work flow mapping and General Ledger interfaces as ADP and human resources install a new payroll and HR management system.
  • Information Technology Mapping and Assesment: Conduct RFP for best consultant, manage fess and billing, timing and deliverables. Contribute information on all financial systems.
  • PCI Compliance Review: Coordinate project to include any and all areas where the Huntington accepts credit cards. Select consultant and attend all departmental interviews, establish best practices with input of consultants, and conduct any process changes and training needed.
  • Division Reporting: Create monthly financial packages for internal divisions to track performance of both operating and restricted activities. Reports should track current year against budget and prior year, and include detailed account information for drill down of expense and balances available.
  • Assist the Assistant Vice President with upgrades or replacement of current General Ledger software package.
  • Assist the Assistant Vice President with improvements and automation to cashiering and accounts payable processing.
  • Manages the development of new processes, policies and systems, where necessary to create a more efficient and effective department and institution.

 

The Director of Budget and Special Projects will also oversees the mentoring, training and development of two staff members of the business office.

 

Qualifications:

 

  • Bachelor’s degree in accounting, finance or related field
  • and/ or Minimum of 10+ years of accounting and project management experience required, with 5+ years in a supervisory role
  • Strong knowledge of and experience with fund accounting in a large multi-disciplinary non-profit organization preferred.
  • Project management experience preferred; must have prior experience working across multiple departments and locations
  • Strong financial analysis skills and excellent oral and written communication skills; experienced in effectively communicating key data, including presentations to senior management, board or other outside partners
  • Must be well organized, and commitment to recruiting, mentoring, training and retaining a diverse team; with the foresight and ability to delegate accordingly
  • Must be technologically savvy with experience selecting and overseeing software installations and managing relationships with software vendors; advanced knowledge of accounting and reporting software
  • Ability to communicate tactfully, courteously and collaboratively, especially with non-business staff; discretion in handling confidential matters and information
  • Keen ability to translate complex financial concepts to individuals at all levels including finance and non-finance individuals

 

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Membership & Visitor Services Representative             

 

Job Number: 071-15

Department: Advancement 

Classifications: Regular, Hourly, Part-Time, 18 hours per week

 

The Membership and Visitor Services Representative works under the supervision of the Membership and Visitor Services Supervisor.  Serves the public through admission transactions with an emphasis on recruiting new members, and services current and renewing members. The Membership and Visitor Services Representative greets and approaches visitors in an effort to sell memberships. This position requires weekend and weekday work.  

 

Essential Functions: Contributes to a positive guest experience at The Huntington through communication, hospitality, information, and servicing. Welcomes visitors to The Huntington and informs them about membership and membership benefits. Aids the traffic flow by managing the membership and admissions windows. Assists and services the public and Members with entry to the grounds by processing admission transactions or by utilizing the advancement database. Expedites the entry of members through the use of scanning, and proficiency with the aspects of the database, Raiser’s Edge. Retains knowledge of financial protocol associated with opening and closing procedures. Effectively interacts with visitors and members ensuring complaint resolution, answering questions and orienting visitors through the property. Has a thorough understanding of all levels of membership and each level’s respective benefits. Upholds and sustains policies tied to membership benefits. Acquires new members and assists current/lapsed members to renew. Utilizes the benefit structure to promote upgrades and the stewardship of Members. Utilizes on-site strategies to boost Membership sales and renewals. Processes all necessary paperwork pertinent to all types of membership transactions, including the collection of payment and the issuance of temporary cards and other materials as appropriate, with an emphasis on accuracy. Maintains a full on-site servicing center at the admissions windows, membership window, and Membership table in a neat and presentable fashion, stocked with all necessary tools for servicing visitors and members, and insures that current exhibition/event information is available for visitors and members. Oversees materials and brochures for the on-site Membership window and the Membership table seeing they are available to Members and visitors. Troubleshoots concerns, reports special concerns to the Visitor and Membership Service Supervisor or appropriate staff as needed.

Keeps abreast and clearly relays information to members and visitors regarding current and future exhibitions, events, educational programs, lectures and the like.

 

Other functions: Performs other work-related duties as assigned. Backup for the information window. Assists at member and advancement events as needed. Provides clerical support to the membership office as needed.

 

Qualifications: Previous sales/customer service experience required with demonstrated outstanding customer service skills. Must have a high level of integrity and accuracy in handling monetary exchanges. Ability to use good judgment, focus attention to detail, and possess skills in organization and recruitment required. Must be able to work under pressure and able to work in a fast paced environment. Basic computer skills in a Windows environment. Strong oral communication skills in English are required.  Ability to speak other languages in addition to English is helpful. Must  have the ability to be a team player, and be outgoing and personable with the ability to interact effectively with Museum staff, volunteers, Members, and visitors. Working Conditions: Works in Visitor Service Center and select outside locations. Significant time spent standing and talking in indoor and outdoor locations.

 

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Public Programs Assistant 

 

Job Number: 072-15

Department: Education

Classification: On-Call

 

Working under the direction of the Public Programs Manager and with the Youth and Family Programs Coordinator and other public program staff, assists with all aspects of public programs for adult and family audiences. Assists with the facilitation of classes, workshops, and special events, including classroom set up and breakdown, program registration and class check in. Assists with various administrative duties related to public programs. Reports to the Public Programs Manager.

 

Essential Functions: Assists with event set up and clean up on weekends and some evenings. Assists with coordination and facilitation of classes and workshops. Communicates with instructors, performers and vendors regarding plans for upcoming classes. Acts as assistant to instructor for duration of class or workshop. Assists in organization of materials and literature used for class implementation. Communicates with security and other Huntington departments as needed. Oversees and maintains supply inventory. Other duties as assigned.

 

Qualifications: Excellent oral communication and organizational skills required. Ability to be flexible and multitask. Ability to work independently and as part of a team. Ability to work evenings and weekends required. Interest in gardens, art, literature and history strongly desired. Proficient computer knowledge working with computer application programs, such as Word for Windows, Excel, Microsoft Office, etc. Must have excellent customer service skills and be tactful, courteous, and detail oriented.

 

Experience: Experience working in a museum or similar institution preferred. Experience working with the public preferred.

 

Working Conditions: Works in indoor and outdoor settings.  May be required to accompany classes on walking tours and cover larger areas of the gardens.

 

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Security Officer

 

Job Number: 073-15

Department: Security

Classification: Regular, Hourly, Part Time, 20 hours per week

 

Working under direct supervision, is assigned to work in galleries or gardens to protect visitors, collection and property. Duties may include performing security patrols by foot, answering visitor inquiries, respond to emergencies according to defined procedures; and monitor movement of staff, visitors, assets, equipment and materials.

 

Work schedule for Part-Time, 20-hour positions: 5 hours a day, 4 days a week, including weekends.

 

Essential Functions: Patrols assigned areas to protect visitors, collections and property. These areas may be regular or special posts; assignments may change daily and within a single shift. Observe, detect and report on damage to property as well as safety and or security hazards; Maintain a high level of customer service to staff and visitors. This position requires standing for long periods of time (up to 6 hours per shift) and wearing of a radio earpiece at normal volume setting. Greets visitors; provides information, direction and other assistance to ensure visitors have a positive experience.

 

May be assigned outdoors and construction posts which may include inclement weather, dust, dirt and noise. Enforces Huntington and Security policies and regulations within guidelines provided, using good judgment and excellent public relations skills; refers unresolved concerns or problems to supervisor. Responds to alarms according to established guidelines. Assists staff, visitors and others in the safe evacuation of buildings and other areas; Responds to incidents and emergencies according to Huntington policy – same for On-Call Security Officers.

 

Other Functions: May be asked to administer first aid to staff or visitors. May be asked to perform security responsibilities for special events, construction activities, filming, and other special functions, at any hours of the day and during any days of the week. Perform other duties as assigned.

 

Qualifications: High School diploma or equivalent. Able to understand and explain policies and procedures thoroughly and clearly. Able to speak and articulate clearly for radio and personal communication. Must be able to hear communications accurately over the radio and in person. Must be able to read written documentation, pamphlets, and computer screen. Able to see with clarity up to 75 feet. Sufficient mobility and strength to patrol assigned areas for up to 6 hours standing, and to assist others to evacuate buildings and other areas, including such activities as holding a heavy door open for several minutes at a time and climbing stairs. Able to exercise good judgment at all times. Have a high level of integrity; be tactful and courteous in dealing with visitors, staff, vendors, readers and others. Valid California driver’s license. Able to work a varied schedule which is subject to change.

 

Experience: Experience interacting with others in a professional setting - where courtesy, a positive demeanor, and tact are required. Experience in a security related field preferred but not required. CPR and First Aid qualifications preferred. Experience in building evacuations and emergency response preferred.

 

Working Conditions: May work in galleries or garden locations as assigned and may work in inclement weather conditions including severe heat and cold.

 

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About The Huntington

The Huntington Library, Art Collections, and Botanical Gardens is a collections-based research and educational institution established in 1919 by Henry E. and Arabella Huntington. Henry Huntington, a key figure in the...

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