Finance Department Coordinator

Philadelphia Museum of Art; Philadelphia (Philadelphia County); On-site; USD 50,000; Full time

Job summary

The Philadelphia Museum of Art is seeking a department coordinator to provide essential administrative support to the finance division. The role involves scheduling, invoice processing, and vendor liaison, with a focus on maintaining organizational efficiency and accuracy. A supportive environment encourages diverse candidates to apply as the museum values inclusivity.

Benefits

Free general admission for employees and their families

Discounted tickets for guests

Discounts on gift memberships

Special staff tours

Discounts at museum restaurants and shops

Qualifications

• Experience with general accounting and finance processes.
• Proficiency in Microsoft Office, especially Word and Excel.
• Attention to detail and organizational capability.

Responsibilities

• Provide administrative support to the Sr. Advisor, including scheduling and procurement.
• Process invoices, deposits, and resolve credit card disputes.
• Maintain accurate records and order office supplies.

Skills

General accounting knowledge and skills

Proficiency in Microsoft Office suite

Outstanding organizational ability

Problem solving

Strong communication skills

Tools

Financial Edge

Raisers Edge

Job description

1 day ago Be among the first 25 applicants

We Are Committed to an Inclusive Workplace

At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.

How You Will Contribute

This position serves as the department coordinator responsible for administrative support on behalf of the division and provides admin support to the Sr. Advisor. This includes but is not limited to assisting the Sr. Advisor with scheduling, ordering, distribution of mail, procurement administration, responding to department inquiries and execution on behalf of the division. This position will be processing division invoices, vendor set-up, and expense processing. Responsible for the depositing checks in a timely manner for the department along with ensuring the appropriate recordkeeping for these transactions, liaison with the merchant card company to resolve credit card disputes as needed, and journal entries, as required. Serves as the department escort for vendors, as needed. Provides notary services, as requested and other duties as assigned.

Specifically, you will:

• Department coordinator providing support to Sr. Advisor to the CFO, ordering supplies, scheduling mail distribution and liaison support.
• Depositing monetary payments received via U.S. Mail into the proper bank accounts and ensuring accuracy in posting while conforming to standard procedures
• Ordering bank supplies for departments (i.e., VS and retail), as needed
• Preparing and entering monthly journal entries into the financial system, as needed
• Posting payment batches to the system
• Resolving credit card disputes, acting as the liaison between the customer and the bank
• Review centralized purchasing billed to the finance department for payment and allocation to various departments.
• Supporting entire museum staff by tracking and ordering supplies
• Ordering, monitoring, and depositing all coin orders
• Serves as the department escort for vendors, as needed
• Provides notary services for museum related business, as requested
• Perform other duties as assigned
  
  

Your background and experience include:

• General accounting knowledge and skills
• Proficiency in the Microsoft Office suite, particularly Word and Excel
• Experience with Financial Edge and Raisers Edge preferred
• Outstanding organizational ability with great attention to detail
• Ability to problem solve and think logically
• Strong communication skills to interact with colleagues
• Willingness to keep confidential information as part of the Finance team
  
  

Position And Compensation Details

• The salary for this position is $50,000
• This position is Full-Time, Exempt, and 35 hours per week
• This position is part of the AFSCME Local 397 bargaining unit.
• This position reports to the Senior Advisor to the CFO & VP of Operations
• This position is required to be performed fully onsite at Philadelphia Museum of Art locations
• Physical requirements:
• Able to access all public and staff areas of the Museum campus
• Able to remain seated for extended periods of time
• Able to lift, load, and carry 5 pounds up to 20 feet
• Able to regularly set up, adjust, and operate a computer/keyboard and other office equipment used to generate work/transmit data
• Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job
  
  

Institutional Requirements

• Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum and protects and enhances its reputation and standing within the community of museums
• Adheres to the museum’s code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest
• Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum’s staff, volunteers, and audiences
• Maintains confidentiality
• Adheres to all museum protocols, procedures, rules, and policies
  
  

Application Timeline

Applications will be reviewed on a rolling basis. We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected.

What We Offer

Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:

• Free general admission to the museum for you and your immediate family
• Discounted guest tickets for admission
• Discounts on gift memberships
• Special staff tours and presentations from our curatorial and conservation teams
• Discounts at the museum restaurant, museum cafés, and museum retail and online stores
  
  

We offer a comprehensive benefits package for employees including:

• Medical, dental, and vision benefits
• Fully paid short-term disability insurance, long-term disability insurance, and life insurance
• Health savings or flexible spending account program
• Retirement savings program with museum match
• Paid vacation, personal days, sick days, and holidays
• Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure
  
  

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Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Finance and Sales

• Industries

  Internet Publishing

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