Manager, Finance and Administration

About CCAR

The Council for Canadian American Relations’ mission is to advance the public’s appreciation of the arts by conducting programs and activities in Canada and the United States that promote artistic excellence and support arts and cultural institutions functioning in and between the two countries. 

Roles & Responsibilities Overview  

  • Manage administrative and financial functions to support programs: grants and artwork; fundraising; marketing and communications; special events, including Gala

  • Support efforts of the Executive Director, contributing to organizational development, planning and execution of activities in the US and in Canada

  • Manage routine office management functions

  • Reports to Executive Director 

Finance

·       Work with ED to support annual and program budget creation; generate reports and financial updates as required

·       Maintain administration and financial records for grant and artwork programs and special events; general financial records, work with bookkeeper and auditor as required – including

i.Banking

1.    Preparation and recording of bank deposits, bills and checks

2.    Maintain cash journal 

3.    Reconcile bank accounts with off-site bookkeeper

ii. Investment firms

1.    Maintain updated statements

2.    Communicate with institutions as needed

iii. Filing Procedures

1.    Assist ED with tax filings; documentation as required

iv. Administer cash donations, artwork donations, loans / gifts; maintain inventory

v. Issue acknowledgement letters and receipts of appropriate documents

vi. Maintain files and records (art Inventory database; Excel cash journal, grant tracking) including paper record of invoices paid; paper and e- files of grants, art loans / gifts

vii. Assist with annual audit

Program Administration 

  • Refine and maintain development database: donors; prospects; beneficiaries; supporters

  • Manage administrative functions to support planning, organization and execution of fundraising / cultivation efforts and operations

Marketing and Communications 

  • Manage CCAR website; launch and maintain social media sites and other web assets (Squarespace, Mailchimp, Facebook, Twitter) 

  • Work with ED to maintain communication and marketing materials; generate documents (e.g. HTML’s) for distribution by print or electronically

 Board of Directors

  • Update and maintain Board Committee and governance documentation; support efforts for two annual Board of Directors Meetings 

  • Provide support and respond to inquiries as requested

General Responsibilities

  • Administration and finance support for ED as required

  • Process in-coming correspondence 

 Requirements

The ideal candidate will possess a bachelor’s degree or the equivalent and will have at least one year of related experience. In addition, we require: 

·      Knowledge of QuickBooks, Microsoft Office, Mac based software

·      Proven track record in organizing and maintaining administrative and financial systems

·      Excellent oral and written communication skills 

·      Detail-oriented and flexible approach to assignments 

·      Ability to take direction well and proactively point out issues that may need the Executive Director’s attention

·      Interest in arts administration, cultural diplomacy or related areas

 Nature of Position

This is a full-time position based in New York City. 

 To Apply

Please send a cover letter (including salary requirements) and résumé to jlondon@ccar-nyc.org. Please do not call the CCAR office.