Open Positions
Business Manager
Director of Finance
Manager of Individual Giving

Application Instructions
Send resume and cover letter to jobs@hispanicsociety.org. Write the title of the job you are applying to in the subject line of email.

About the Hispanic Society Museum & Library
The Hispanic Society Museum & Library was founded in New York City in 1904 by Archer M. Huntington with the purpose of advancing the study and appreciation of the art, literature, and culture of Spain, Portugal, Latin America, and the Philippines. Today, the museum and library collections from antiquity through the early 20th century are widely recognized as the most comprehensive in scope and quality outside of Spain. Museum highlights include numerous masterworks by El Greco, Velázquez, Goya, and Sorolla; sculpture by Pedro de Mena and Luisa Roldán; Latin American paintings by Vázquez, López de Arteaga, Rodríguez Juárez, Arrieta and Campeche; as well as masterpieces in all areas of the decorative arts.

EEO Statement
The HSM&L is an equal opportunity employer. The HSM&L does not discriminate because of age, sex, religion, race, color, creed, national origin, alienage or citizenship, disability, marital status, partnership status, veteran status, gender (including gender identity), sexual orientation, or any other factor prohibited by law. The Museum hires and promotes individuals solely on the basis of their qualifications for the job to be filled. The Museum encourages all qualified candidates to apply for vacant positions at all levels. This description shall not be construed as a contract of any sort for a specific period of employment.

 

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Business Manager

The Business Manager conducts all day-to-day accounting operations, with functional responsibility for accounting, accounts payable, payroll, grants administration, as well as employee medical and pension benefits. Responsibilities also include proper maintenance of accounting records; accurate processing of financial transactions; and administration of a comprehensive set of controls and budgets designed to mitigate risk, enhance the accuracy of the company’s reported financial results, and ensure that reported results comply with generally accepted accounting principles (GAAP). The Business Manager supervises the part time Bookkeeper and reports to the Deputy Director.

Key Responsibilities

Accounting and Financial Reporting

• Maintain and balance the general ledger in an accurate, complete, and up-to-date manner
• Perform all general ledger functions: revenue recognition, accounting for prepaid expenses, and accrued liabilities, and deferred revenue.
• Create and maintain the institutional budget. Manage invoice approvals with reference to the approved budget.
• In the Deputy Director’s absence, assume responsibility for key financial tasks, ensuring continuity.
• Perform all activities related to the accounts payable function including reviewing, coding, and processing payments.
• Manage accounts payable and accounts receivable; record cash receipts and disbursements using Quickbooks Online and bank uploads and Ramp.com. including invoice verification, processing, and payment tracking, in compliance with GAAP.
• Manage all accounting functions, including cash flow management and financial reporting; review, investigate, and correct errors and inconsistencies in financial entries, documents, and reports.
• Receive and manage approvals for all payables to maintain financial records.
• Perform account receivable functions including invoicing, deposits, collections, coding, and revenue recognition.
• Conduct reconciliation of all accounts, including credit card statements on an as needed basis.
• Oversee compliance for internal fiscal control while balancing prioritizing helping staff with their financial needs and questions.
• Manage finance related files, including tracking fully executed contracts, invoices, acquisition support, signed pledge forms, audit and tax paperwork, etc.
• Interpret and apply accounting policies, rules, and regulations to all work in order to ensure compliance with applicable standards.
• Prepare and present monthly budget reports for all operating departments.
• Prepare and deliver accurate financial reports, including statements, forecasts, and budgets, dependent on organizational needs.
• File all relevant returns and filings: Including but not limited to 1099s, property tax value, tax exempt certification.
• Ensure the accuracy and timeliness of all financial reports.
• Review accounts payable and reference to cashflow weekly. Work with Deputy Director to prepare report for approval from the finance committee.
• Assist with the preparation and coordination of audits and serve as the primary liaison for external auditors
• Assist with Preparation of 990s.

 

Payroll

• Perform payroll functions in an accurate and timely manner and submit payroll; assist with benefits administration through payroll and 1099 preparation.

 

Grants Management

• Assist in preparation and monitoring of grant proposal budgets, project expenses coding and reporting, working closely with the Development Department.
• Assist Deputy Director with grants management and financial reporting; monitor and track restricted funds and capital projects expenses.
• Track, code, and reconcile donations, collect audit support for income and expenditures
• Assist Development in managing Raisers Edge donor database and with reconciling donations.

 

Qualifications

• Bachelor’s degree in Accounting, Finance, or related field.
• 3-7 years relevant experience working in nonprofit accounting and/or bookkeeping.
• Background supervising staff.
• Experience with fund accounting principles and accounting rules and procedures of Generally Accepted Accounting Principles (GAAP) and Financial Accounting Standards Board (FASB).
• Experience with accounts payable, accounts receivable, payroll, and general ledger.
• Ability to multitask, prioritize, and organize effectively.
• Ability to maintain confidentiality of organizational information.
• High degree of accuracy and attention to detail.
• Display a high degree of honesty, professional integrity, and ethics.
• Strong communication and interpersonal skills.
• Spanish speaking preferred but not required.

 

Technology Skills

• Proficiency with MS Excel and MS Office.
• Proficient skills in QuickBooks Online and Microsoft Office, especially Excel.
• Familiarity with expense management software, such as Ramp, preferred.
• Tech savvy with expense management software and downloading and linking transactions in accounting system.

 

Compensation and Benefits

• Salary range is estimated at $75,000 to $85,000 commensurate with experience.
• Generous benefit package includes Medical, Dental, Vision, 403(B) elections and paid holidays.
• Paid Time Off includes:
  • 3 weeks’ vacation in the first year of employment.
  • Christmas week.
• Commuter benefits – parking and mass transit.

 

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Director of Finance

The Hispanic Society Museum & Library is seeking a Director of Finance to be responsible for managing a $7 million operating budget, providing oversight of all finance, accounting, auditing and board reporting activities.  Responsibilities include managing of accounting, working capital, payroll, capital expenditures as well as grants administration. The Director of Finance will develop and implement best practices and ensure that systems and procedures are in place to support effective operations and audits. The Director will work closely the Finance and Audit Committees of the Board of Trustees, department managers, auditors. Reporting to the Deputy Director, the person will supervise the Business Manager (and part time controller).

 

Finance and Accounting

• Work with Director & CEO and leadership team to develop annual budget and conduct monthly reviews of results. Prepare, administer and review all financial plans and compare to actual results with a view to identify, explain and correct variances as appropriate
• Oversee all accounts, ledgers, and reporting systems ensuring compliance with appropriate GAAP standards and regulatory requirements.
• Analyze financial data and present financial reports in an accurate and timely manner; communicate quarterly and annual financial statements; monitor progress and changes and keep senior leadership abreast of the organization’s financial situation.
• Oversee annual audit and all tax filings.
• Hands-on or review of entry of key day-to-day transactions, accounts payable and receivable and recording of journal entries. Ensure institutional adherence to accounts payable and expense management processes.
• Work with the board’s Audit Committee and assist the chair of the Finance Committee in presenting quarterly and year-end reports to the Board. Prepare other analysis as requested (e.g., monthly cash flows)
• Implement, ensure compliance with, and document accounting policies and controls.
• Oversee payroll processing and entry of information generated by our PEO into accounting system.
• Ensure that expenditures are consistently aligned with grant and program budgets throughout the grant/fund period.
• Maintain internal control and safeguards for receipt of revenue and expenditures; Evaluate donations/pledges received for proper accounting
• Develop budgets as needed to comply with capital expenditure projects and to satisfy requirements of funders (whether private or public).
• Manage organizational cash flow forecasting by working in partnership with department managers; collaborate with department managers to assess the financial efficacy of programs and events and establish finance and administrative systems to support program operations.
• Develop and track key metrics to measure performance.
• Manage and track the performance of invested assets in keeping with policies and investment guidelines
• Interface with external auditor and coordinate the audit.
• Review 990 Tax filings prepared by external auditors.
• Direct treasury activities and maintain banking relationships.
• Appropriately manage cash and investments.

 

Grants Management

• Prepare program reports as needed for management and to ensure compliance with grants.
• Create and maintain a grant tracking system to comply with all grant reporting as required by funders; track upcoming proposal submissions
• Collaborate with Development Department to create new proposals and work with grant writer on timely submission of reports

 

Qualifications

• Minimum of a BA; MBA preferred.

• 7-10 years of accounting and finance management experience in a non-profit environment (museum or cultural institution preferred).
• Strong understanding of accounting principles and GAAP standards; highly skilled using spreadsheets for planning and analysis.
• Demonstrated success leading and managing financial and business operations.

• Solid experience coordinating audit activities and managing reporting, budget development and analysis, accounts payable and receivable, general ledger, payroll and accounting for investments.
• Experience with grants management as it relates to the reporting of foundation grants.

 

Other Requirements

• Demonstrated ability to operate as a team player, and to establish and maintain good relationships with staff throughout the organization.

• Excellent analytical and abstract reasoning skills.  Ability to translate financials and metrics into insights and strategic recommendations aligned with organizational mission and vision.
• Excellent supervision and people-management skills and a proven ability to mentor, motivate, and support teams through inclusive leadership practices and collaborative problem solving.

• Experience in effectively communicating key data, including presentations to senior management, board and peers.
• Ability to take initiative and to manage multiple tasks and projects.
• Demonstrated resourcefulness in setting priorities, proposing efficiencies, and guiding investment in people, systems and facilities.

 

Technology Skills

• MS Office Suite.
• Advanced skills in Excel, including developing and managing complex spreadsheets.
• Strong Power Point skills: Ability to put together presentations for Board and other constituencies as needed.
• Hands-on experience with QuickBooks accounting program.

 

Compensation and Benefits

• Salary range 110k to 130k per annum; commensurate with experience.
• Medical, Dental, Vision, 403(B) elections
• Paid Time Off Benefits
• Commuter benefits – parking and mass transit

 

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Manager of Individual Giving

Reporting to the Development Director, the Manager of Individual Giving will develop and implement effective strategies for the successful solicitation and stewardship of all current and prospective donors.  The Manager will play a central role in managing the execution of donor recognition and stewardship plans across all giving levels, ensuring a meaningful and engaging donor experience aligned with the organization’s strategic plan for fundraising growth.  The Manager will work closely with the Marketing/Special Events and Finance Teams to create and oversee data-driven strategies for the annual fund, major gifts, and membership groups.

 

Key Responsibilities:

• Cultivate and solicit new and existing donors at all levels from $35 members to six-figure gifts to meet or exceed organizational fundraising goals.
• Draft and send tax acknowledgement letters on a timely basis and maintain appropriate and consistent communication with donors.
• Maintain a strong working knowledge of all aspects of Raiser’s Edge particularly as it pertains to individual and institutional record-keeping, renewal processing, and membership.
• In partnership with the Board Chair and Director & CEO, manage solicitations and the specialized tracking of gifts from Trustees.
• Oversee the implementation of donor stewardship touchpoints such as personalized event invitations, handwritten notes, timely touch points, and behind-the-scenes experiences.
• Create metrics and reporting for Individual Giving areas and participate in Development committee meetings of the Board.
• Work with museum leadership to manage the tracking of a growing portfolio of prospective donors.
• Record consistently and accurately all donor data on Raiser’s Edge, ensuring accuracy and integrity.
• Manage and grow the organization’s general membership program, patron circles, and the International Advisory Council, including processing renewals, producing benefit events, and serving as members’ frontline contact for the organization.
• Collaborate with curators, educators, and other museum staff to organize donor visits and cultivation events.
• Manage Individual Giving pages on the website, ensuring forms are properly configured and information is engaging and accurately reflected.
• Liaise with Finance Department to oversee gift processing and ensure all donation records are maintained accurately across teams.
• Assist with public programs, specialized cultivation efforts, and other projects as needed.
• Contribute to organizational success by performing other duties as assigned.

 

Qualifications:

• Bachelor’s Degree.
• 3-5 years’ experience in development in a nonprofit institution, within a museum or cultural institution preferred.
• Excellent interpersonal and communication skills, both written and verbal.
• Competence in confidently corresponding with external audiences.
• Ability to build and maintain strong working relationships with donors, colleagues, and stakeholders.
• Entrepreneurial and results-oriented with a strong ability to set priorities and work towards outcomes in an organized, strategic manner.
• Strong time management skills, the ability to handle multiple tasks, adhere to deadlines and work both independently and as part of a team.
• Creative, resourceful mindset.
• Ability and interest in maintaining a thorough working knowledge of the organization’s strategic plan, mission, and vision – as well as the collection, exhibitions, and public programs.
• Knowledge of Spanish preferred.

 

Technology Skills

• Experience with Raiser’s Edge required
• MS Suite

 

Compensation and Benefits

• Salary range is estimated at $75,000 to $85,000 commensurate with experience
• Medical, Dental, Vision, 403(B) elections
• Paid Time Off includes:
  • 3 weeks’ vacation in the first year of employment.
  • Christmas week.
• Commuter benefits – parking and mass transit