Director of Finance and Advancement Operations

Carnegie Museums of Pittsburgh

Website Carnegie Museums of Pittsburgh

There’s no cultural organization in the world quite like Carnegie Museums of Pittsburgh. With a legacy of discovery and outreach dating back to 1895, today we are a family of four diverse, dynamic museums; Carnegie Museum of Art, Carnegie Museum of Natural History, Carnegie Science Center, and The Andy Warhol Museum. We’re committed to being inclusive, both onsite and online, and to exploring with our audiences the big ideas and issues of our time.

Carnegie Museums of Pittsburgh is interested in candidates who, through their experience and collaborations, will contribute to diversity and excellence of the Carnegie Museums community.
The Carnegie Museums of Pittsburgh (CMP) has an annual operating budget of approximately $65 million, approximately half of which is raised by Advancement and Community Engagement (ACE) through foundation grants, individual giving, sponsorships, and government contracts. The Director of Finance and Advancement Operations is responsible for fiscal management of the ACE team, gift administration, gift compliance, and team operations.

Primary responsibilities for this role include:

  • Strategic allocation and tactical management of fiscal resources, monitoring,
    financial reporting, and developing and managing the department budget;
  • Gift administration, including administration of all donor gifts, including data entry, tax receipt issuance, and management of donor commitments in compliance with the Internal Revenue Service (IRS), and financial reconciliation with the finance office;
  • Development and compliance with the acknowledgement process, gift agreements and administration of current donor named funds, endowments, and planned gifts;
  • Administrative operations, including office management and institutional representation with components outside Advancement on all non-programmatic functions related to finance, operations, IT, HR, and facilities; human resources, new hire onboarding, & employee satisfaction.
    This role will serve as the department’s primary liaison with CMP’s controller’s and treasury departments, which provide centralized accounting, payroll, and related financial services for the museums. S/he identifies opportunities for streamlining financial processes and communication; contributes to overall planning efforts; and is responsible for improving day-to-day effectiveness and efficiency. She/he works with the Senior Director, Advancement Systems & Decisions Management and the Vice President of Advancement and Community Engagement (ACE) and other staff on organizational planning initiatives to ensure financial accuracy, minimize risk and maximize efficiency.


Education and Experience: A bachelor’s degree in accounting, business management, finance, and a minimum of five years of progressively responsible work experience in financial administration. Experience with non-profit accounting and proficiency with computerized accounting software (preferably Blackbaud Financial Edge), Blackbaud Raiser’s Edge, and Microsoft Office products. Progressive experience in a management position is preferred. Prior work experience in a cultural or educational organization and an advanced degree such as an MBA, MPA, CPA or comparable are desirable.

Knowledge, skills, and abilities:  The position requires accounting and financial acumen and the ability to perform and/or direct all relevant financial activities, including budgeting, forecasting, monitoring, and reporting for all fundraising-related activities centrally and across all four museums. Strong organizational and communication skills, high level of attention to detail, analytical problem solving, and ability to gather, analyze and communicate financial data and concepts. S/he must exhibit initiative, optimism, good humor and enthusiasm, be collaborative, team-oriented, and be equally attentive to detail and overarching goals. Accuracy, confidentiality, and discretion are essential. Familiarity with human resources processes and procedures, visitor service and basic contracts are required.


Work is primarily sedentary in nature; no special demands are required.



  • Actively foster communication and cooperation among the four museums to further our mission and strategic goals. Functions as first point of contact for ACE staff to CMP, HR, IT and Finance departments.
  • Work with the Vice President for Advancement and Community Engagement and other relevant senior staff on organizational and component initiatives and planning.
  • With input from, and under the supervision of, relevant parties (e.g., CFO, Vice President, board and finance committee) develop and implement annual budget for ACE’s operating, designated, and restricted funds, including:
  • Develop and implement annual budget process including providing guidance to VP ACE, and component heads as needed.
  • Liaise with CMP controller’s office on process, allocation, and format; and with counterparts in component museums on shared revenue and expense projections.
  • Prepare necessary presentations for the finance committee, board meetings, and other purposes.
  • Format and upload budgets in Adaptive Insights and Financial Edge.
  • Monitor and analyze financial performance on a regular basis to ensure YTD revenue and expenses are tracking accurately against budget and make recommendations for mid-course corrections as required.
  • Prepare and present budget and fundraising reports to the VP ACE, controller’s office, and board chair/finance committee; identify and anticipate problems/discrepancies and resolve them when possible; and proactively make recommendations for course corrections as required.
  • Prepare other projections or analyses as required.
  • Work collaboratively with all four museums to deliver comprehensive, timely and accurate reports on fundraising performance. Prepare and deliver reports on fundraising for board and finance committee meetings, budget presentations, staff meetings, etc.  Contribute to CMP reporting efforts, such as the annual Allegheny Regional Asset
  • District budget report and the DataArts, and internally for board manual updates and national museum association surveys.
  • Meet regularly with the VP ACE to develop, monitor, and track overall fundraising goals and strategies.
  • Serve in a checks and balances role to ensure accuracy of fundraising activity by component.
  • Prepare monthly reports based on donations and membership revenue received communicating fundraising performance to ACE and Museum leadership.

Financial Operations:

  • In accordance with CMP’s signatory policy and other relevant financial policies/procedures, approve and/or review invoices, check requests, wire transfers, cash advances, travel and business expense reports, and purchase card reconciliations for processing by CMP’s controller’s office.
  • Also assist staff in resolving financial issues such as late or missing payments, incorrect postings, journal entries, fund transfers, etc.
  • Ensures gifts are processed and appropriate receipts are distributed for tax-deductible contributions in an accurate and timely manner by supervising the daily deposit, processing, and recording of all private contributions.
  • Prepare journal entries and inter-fund transfers. Prepare monthly reconciliations of balance sheet accounts related to accounts receivable and deferred revenue.
  • Reconcile admissions revenue and attendance information daily. Prepare analysis for monthly and annual performance reports and related projections for annual budget, price or hour adjustments, and free-day sponsorships.
  • Oversee usage of corporate credit and purchase cards.
  • Oversee distribution of petty cash.
  • Maintain up-to-date roster of active funds, including opening new funds and deleting out-of-date funds as needed.
  • Ensure financial/administrative policies and procedures are promptly disseminated to and understood by staff.
  • Carry out additional projects and duties as requested to improve financial and administrative operations. Represent the VP ACE at meetings if necessary, and work collaboratively on the implementation of special projects as needed.

The following PA Act 153 clearances, or proof of application of clearances, are required beginning employment and as a condition of continued employment:

  • Pennsylvania Child Abuse History Clearance
  • Pennsylvania State Police Criminal Record Check
  • FBI Fingerprint Criminal Background Check
  • Obtaining the required clearances is completed as part of the new hire process.

Carnegie Museums is an Equal Opportunity-Affirmative Action Employer – Minorities / Females / Veterans / Individuals with Disabilities / Sexual Orientation / Gender Identity

The above job description reflects the essential functions and qualifications for the position identified, and shall not be construed as a detailed description of all the work requirements that may be inherent in the position. The job description does not constitute an employment contract and does not alter the at-will relationship between CMP and the employee.

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