Assistant Director, Finance & Administration, Facilities

Position Summary

Reporting to the Senior Director of Facilities Operations, Construction & Real Estate, Assistant Director, Finance & Administration serves as the senior financial and administrative leader for the Facilities Department and is responsible for overseeing the department's day-to-day financial operations, budget management, administrative functions, utility procurement and consumption analysis, vendor administration, and capital project financial oversight.

This position partners closely with Facilities leadership, Finance, Procurement, Capital Projects, Campus Planning, and external vendors to ensure strong financial stewardship, effective business processes, accurate reporting, and efficient resource utilization. The Assistant Director develops and monitors operating and capital budgets, manages utility expenditures, supports long-range financial planning, and implements business processes that promote accountability, transparency, and operational excellence.

The ideal candidate combines strong financial analysis skills with operational and administrative expertise and possesses the ability to translate complex financial information into actionable insights that support strategic decision-making.

Essential Functions

Financial Management & Budget Administration

• Lead the development, administration, and monitoring of the Facilities Department's annual operating budget.
• Coordinate preparation of operating forecasts, variance analyses, and financial projections.
• Monitor departmental expenditures and commitments to ensure alignment with approved budgets.
• Prepare monthly, quarterly, and annual financial reports for Facilities leadership and Finance.
• Analyze spending trends and identify opportunities for cost containment and operational efficiencies.
• Support long-range facilities financial planning and lifecycle asset investment planning.
• Ensure accurate coding, allocation, and reconciliation of departmental expenses.
• Manage departmental accruals and assist with year-end close processes.

Utility Management & Cost Control

• Assist with utility purchasing, billing, usage tracking, and financial reporting for electricity, natural gas, water, sewer, and other utility services.

• Develop and maintain utility consumption and cost dashboards.
• Analyze consumption patterns and collaborate with Facilities Operations staff to identify energy conservation opportunities.
• Prepare utility forecasts and annual utility budgets.
• Provide regular reporting and recommendations regarding utility cost trends and operational impacts.

Capital Project Financial Oversight

• Serve as the primary financial resource for Facilities capital projects, infrastructure programs, and major maintenance initiatives.
• Develop and maintain project budgets, funding schedules, cash flow projections, and financial forecasts.
• Monitor project expenditures against approved budgets and identify potential risks or overruns.
• Coordinate with project managers, architects, engineers, contractors, and Finance staff regarding financial status and project funding.
• Produce capital project reporting for Facilities leadership and executive management.
• Assist in the development of business cases and financial analyses supporting capital investment decisions.
• Support the annual capital budget development process and long-term capital planning efforts.

Administrative Operations

• Oversee the administrative operations of the Facilities Department, ensuring efficient workflows and consistent business practices.
• Develop, document, and maintain departmental policies, procedures, and internal controls.
• Manage departmental records, contracts, service agreements, and compliance documentation.
• Coordinate administrative support functions and ensure alignment with organizational policies.
• Oversee departmental purchasing and invoice processing activities.
• Ensure timely and accurate vendor setup, contract administration, and payment processing.
• Support audits, internal reviews, and compliance reporting requirements.

Vendor & Contract Management

• Manage the financial and administrative aspects of Facilities vendor relationships and service contracts.
• Track contract performance, spending, renewal dates, and budget implications.
• Assist with procurement activities, including competitive bids, requests for proposals (RFPs), and contract evaluations.
• Coordinate with Procurement and the Museum’s legal advisor on matters related to contract administration and compliance requirements.
• Monitor contract expenditures and identify opportunities for cost savings and process improvements.

Reporting, Analytics & Process Improvement

• Develop key performance indicators (KPIs), dashboards, and reporting tools to measure departmental financial and operational performance.
• Utilize financial and operational data to identify trends, risks, and opportunities.
• Recommend and implement process improvements that increase efficiency, accuracy, and accountability.
• Support strategic planning initiatives through financial modeling and data analysis.
• Prepare presentations and financial summaries for senior leadership and board committees as required.

Leadership & Collaboration

• Foster a culture of accountability, customer service, collaboration, and continuous improvement.
• Serve as a key liaison between Facilities, Finance, Procurement, Human Resources, and other Museum departments.
• Provide guidance and training to Facilities managers regarding budgeting, financial management, and administrative procedures.
• Participate in departmental and organizational committees and special projects as assigned.

Requirements and Characteristics

• Bachelor's degree in Finance, Accounting, Business Administration, Public Administration, Construction Management, Facilities Management, or a related field required.
• Master's degree, CPA, CMA, MBA, or related professional certification preferred.
• Seven to ten years of progressively responsible experience in financial management, budgeting, administration, or business operations.
• Experience managing operating and capital budgets in a complex facilities setting, higher education, healthcare, cultural institution, or non-profit environment preferred.
• Demonstrated experience with utility analysis, cost management, and vendor administration.
• Experience supporting capital construction or infrastructure projects strongly preferred.
• Ability to guide and train Facilities and other Museum colleagues on financial and budget related matters and compliance
• Strong budgeting, forecasting, and financial analysis skills.
• Advanced Excel and financial modeling capabilities.
• Experience with ERP, financial management, and work order/facilities systems.
• Ability to analyze large datasets and communicate findings effectively.
• Excellent organizational and project management skills.
• Strong attention to detail and commitment to accuracy.
• Excellent written, verbal and presentation skills with ability to communicate financial information and concepts in lay terms
• Ability to build effective relationships with internal and external stakeholders.
• Demonstrated ability to manage multiple priorities and meet deadlines in a dynamic environment.
• Commitment to supporting the Museum's mission, values, sustainability objectives, and stewardship responsibilities.

Salary and Schedule:

• Full-time salary exempt: $100,000 - $125,000

The Museum reserves the right to change job descriptions. While this job description is intended to include essential duties, it is conceivable that job duties may change before the job description is officially revised.  

The MFA is an equal opportunity employer. The community and audience we serve is diverse, and we wish to foster that diversity in our workplace. Toward that end, the MFA does not discriminate against individuals in hiring, employment or promotion on the basis of race, religion, color, sex/gender, gender identity and gender expression, age, marital status, national origin, sexual orientation, citizenship, handicap or disability, veteran or military status, political belief, pregnancy, genetic information or any other characteristic protected by law.