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Internal Operations Manager - Travellers Rest Historic House Museum Inc. - Nashville, TN

  • 04 Feb 2016 8:54 AM
    Message # 3800218
    ALHFAM Webmaster (Administrator)

    Internal Operations Manager
    Travellers Rest Historic House Museum Inc.
    Nashville, TN

    Reports to the Executive Director                               

    Status: Full time

    This job description should not be construed to imply that the requirements listed are the exclusive standards of the position. The Executive Director reserves the right to assign or delegate other tasks as necessary.

    Summary:

    The Internal Operations Manager will support the Executive Director, External Accountant, and Treasurer, and work closely with the Education Director and the Special Events Director. The general tasks include: supporting the Executive Director, operational concerns that impact the calendar (and school groups), bookkeeping, handling phone calls/messages, maintaining vendor records, and other general duties. The Internal Operations Manager is expected to work from 8:30am-4:30pm on the days Historic Travellers Rest is open, unless other arrangements have been made with the Executive Director. Duties may involve working outside of normal working hours.

    Bookkeeping/Finance Activities:

    • Control and oversight of the petty cash
    • Overseeing the location of the credit card
    • Review and prepare payment of invoices ensuring the correct signatures are maintained for the external accountant
    • Coordinate grant finances and reporting
    • Support Executive Directors reporting including quarterly dashboards, semi-annual staff Board reports, Annual Report, monthly Board Reports, and Strategic Plan and timeline updates
    • Make/scan deposits
    • Coordinate with Executive Director and external accountant that all information In QuickBooks is current and followed as per financial procedures
    • Serve as primary Gift works database administrator ensuring Thank you notes with proper IRS notifications are sent on a timely basis, working with the Executive Director and the External Accountant to identify any restrictions on the gifts
    • Assist with Annual Audit
    • Maintain a reference notebook on Travellers Rest Financial Procedures
    • File all paid invoices alphabetically by vendor for each fiscal year
    • Keep separate files for the following:
      • Additions for furniture and equipment
      • Acquisitions to collections
      • Restorations cost
    • Maintain a Financial Calendar
    • Send letters to all donors to acknowledge their gifts and the tax deductible portions
    • Maintain a record of Gifts in Kind
    • Maintain a list of restricted gifts as well as documentation pertaining to these gifts
    • Provide a year-end QuickBooks/Gift works Reconciliation Report

    Customer Service:

    • Coordinate with the Education Director and Rental Director the booking, confirmations, and the set up for all events
    • Ensure for special events that all agreements have been signed, (including certificates of Insurance ) and that payment has been receive, appropriate refunds have been returned, and other follow-up communications
    • Oversee the Travellers Rest Operational and Board Calendar
    • Working with the Executive Director and Gift Shop Manager to ensure proper inventory is held in the gift shop for sale to the public
    • Responsible for overseeing any payment system for credit card processing

    Other Responsibilities:

    • Database management of TR stakeholders
    • Represent organization well in sending out correspondence typed and on  appropriate letterhead
    • Support Executive Director in his/her relationships with accounting firm and banking institutions.
    • Have a thorough understanding of  the Financial Policies as implemented by the Board
    • Support the Executive Director and the Board
      • Maintain Board lists with Executive Director and maintain Board committee’s lists
      • Prepare Board materials
      • Provide administrative support of fundraising efforts
    • Maintain lawn maintenance schedule with lawn service
    • Stay aware of supply levels and place orders as needed
    • Must be able to physically perform the basic life operational support functions of standing, walking, and use of fingers, talking, hearing, and repetitive motions.
    • Must be able to  occasionally lift, carry, push, pull, or otherwise move objects up to 50 pounds

    Qualifications:

    • Familiarity with Microsoft Operating systems including Excel, Word, and Outlook
    • Ability to tolerate numerous interruptions throughout the day
    • Must have above average communication and organizational skills
    • Must be flexible
    • Must be able to work with all types of people
    • Must be able to multitask, think outside the box, and troubleshoot problems

    To Apply:

    Candidates should send in their resume and cover letter to Mary Kerr via email at director@travellersrestplantation.org or if there are any questions by phone at (615) 832-8197 ext. 14.

     

    Last modified: 04 Feb 2016 10:06 AM | ALHFAM Webmaster (Administrator)

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1 Old Sturbridge Village Road, Sturbridge, MA 01566
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