Facilities Finance & Administration Lead

Museum of Fine Arts; Boston, Northern (MA, KY); Hybrid; USD 100,000 - 125,000; Full time

Job summary

The Museum of Fine Arts in Boston seeks an Assistant Director, Finance & Administration for Facilities Operations to lead financial management, budgeting, and administrative functions. This role partners with Facilities leadership, Finance, Procurement, and external vendors to ensure strong stewardship, accountability, and operational excellence.

The ideal candidate translates complex financial data into actionable insights to support strategic decisions, oversees operating and capital budgets,

Qualifications

• Bachelor's degree in Finance, Accounting, Business Administration, Public Administration, Construction Management, Facilities Management, or related field required.
• Master's degree, CPA, CMA, MBA, or related professional certification preferred.
• 7–10 years of progressive experience in financial management, budgeting, administration, or business operations.
• Experience managing operating and capital budgets in complex facilities, higher education, healthcare, cultural institution, or nonprofit environment preferred.
• Advanced Excel and financial modeling capabilities.
• Ability to analyze large datasets and communicate findings effectively.
• Strong budgeting, forecasting, and financial analysis skills.
• Experience with ERP, financial management, and work order/facilities systems.

Responsibilities

• 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.
• 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 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.
• 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.
• 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.

Skills

Advanced Excel

Financial modeling

Budgeting & forecasting

ERP systems

Data analysis

Project management

Stakeholder management

Education

Bachelor's degree in Finance, Administration, or related field

Master's degree / CPA / CMA / MBA preferred

Tools

ERP systems

Work order systems

Financial management software

Job description

The Museum of Fine Arts in Boston seeks an Assistant Director, Finance & Administration for Facilities Operations to lead financial management, budgeting, and administrative functions. This role partners with Facilities leadership, Finance, Procurement, and external vendors to ensure strong stewardship, accountability, and operational excellence.

The ideal candidate translates complex financial data into actionable insights to support strategic decisions, oversees operating and capital budgets,