Position:Vice President of Finance Administration

Position:Vice President of Finance Administration

POSITION:VICE PRESIDENT OF FINANCE ADMINISTRATION

REPORTS TO:PRESIDENT

Scope

The Chesapeake Bay Maritime Museum is dedicated to preserving and exploring the history, environment and people of the Chesapeake Bay, and to providing its visitors with an unsurpassed museum experience.As an educational institution, the staff will carry out the CBMM’s Vision Statement as well as work individually and collaboratively to encourage the public’s access to our collections, programs, and resources.

The primary responsibilities of the VP of Finance Administration include direct oversight, implementation, and management of CBMM strategies related to the Finance Department and risk management, Human Resources, Guest Services and Marina Operations, and the Museum Store and Online sale processes. Responsibilities also include project management of CBMM’s 2016-2018 restoration of the National Historic Landmark bugeye Edna E. Lockwood, and driving CBMM’s strategy and development of its Guest Services System (GSS) used for Admissions, store inventory management, group tour processing, advance ticket sales, and education and marina reservation system linkages. The VP of Finance serves on the senior management team of CBMM and is accountable for successfully working with all other departments to implement CBMM’s short and long term goals.

Basic Skills:

Degree in accounting, and CPA or Master’sdegree required. Knowledge of not-for-profit fund accounting and general fiscal practices, including grants administration. Ability to set strategies, communicate those strategies to all levels of stakeholders from Board to staffmembers engaged in executing broad strategiesthrough underlying initiatives. Knowledge of personnel management procedures and insurance requirements. Experience in a museum or non-profit cultural organization desired. Knowledge of systems and marina operations is a plus.

Responsibilities Include But Are Not Limited To:

Financial Functions

Management of Finance department functions, including financial accounting, budget, purchasing, personnel procedures, salary and fringe benefits, insurance contracts, taxes, endowment and fundraising records, and financial aspects of grants (applications and reporting).

Responsible for execution of CBMM finance and accounting functions for:

  1. Maintenance of accurate accounting procedures for processing income and making
  1. disbursements; keeping functional and accurate financial records, preparing financial records and

computer statements in cooperation with the auditors.

  1. Managementof the accounting department in accordance with generally accepted standards and principles as approved by auditors.
  2. Drive and organize the preparation of the annual operating budget and monitoring its implementation.
  3. Oversight and maintenance ofFinancial Services Relationships with banks, lenders, financial advisors, credit card companies, payment processors and insurers.
  4. Maintenance of payroll records and personnel files in accordance with Federal and State regulations.
  5. Maintenance of insurance records for personnel and CBMM, including general CBMMinsurance coverage levels, insurance coverages for the floating fleet and marina activities, CBMMvehicles, etc.
  6. Manage monthly financial close. Research and assist in preparation and maintenance of financial forecast plans and adherence to those plans, including monthly reporting.
  7. Implementation and ongoing review of Five Year Strategic Plan.

Staff Liaison for Board Committees

  1. Plan and facilitate Board Finance Committee and Board Audit Committee meetings annually. Coordinate notification of upcoming meetings, preparation of and distribution of materials, facilitate meeting and follow-up actions.
  2. Staff representative coordinating quarterly Investment Committee meetings. Facilitate communication of upcoming meetings and distribution of materials. Document meeting minutes and distribute. Execute transfer of funds or documentation of other securities purchase and sale instructions as needed to implement Committee decisions. CBMM staff owner of relationship with Investment Advisor and Bank Custody partner.
  3. Presentation of Financial Results and Forecast to Board of Governors on bi-monthly basis and Annual Budget for approval prior to the beginning of each fiscal year (March 1—end February).

Human Resources

Oversight of Human Resources, ensuring job descriptions for all employee positions, organization-wide annual self-assessment and performance reviews for non-seasonal employees, Talent Management, and salary adjustment process.

Guest Services and Marina

Oversight of the Guest Services area, including Admissions and Marina operations to ensure an excellent guest experience, increased satisfaction of members, boaters and guests, and increased revenues. Manage and support the Guest Services/Marina Manager’s specific areas of focus:

  1. Strategic marketing and outreach to tour groups to increase CBMMvisitors, collaboration with Education Department to attract new visitors, and support efforts to obtain new and renewal memberships, including upgrade for Marina usage.
  2. Attraction, training and ongoing coaching of Guest Services seasonal staff to maintain the highest standard of customer service and hospitality. Ensure ongoing training of seasonal staff to utilize
  1. all functions of the Guest Services System, including group processing, handling advance tickets and special program visitors, processing marina guest services, and effectively serving Festival

guests to minimize waiting times.

  1. Ensure effective scheduling of seasonal employees to efficiently minimize labor costs yet deliver excellent customer service, recognizing that CBMMattendance fluctuates depending on the day of the week, weather, and scheduled activities.
  2. Employment of seasonal Dock Mastercapable of efficiently handling marina reservations and serving boaters courteously and effectively. Equip Dock Master to be an effective ambassador of CBMMand activities and exhibitions that appeal to boaters. Ensure Dock Master continuallytrainsguest services hosts in their marina responsibilities: to greet and serve incoming and departing boaters, from professional VHF radio management through docking and set up of power, water, etc.
  3. Institute regular rounds through slips to greet new arrivals, ensuring Boater’s Guide policies are followed consistently and appropriately, and boaters are advised of and adhere to marina etiquette.
  4. Attract visiting vessels, and cruise ships to enhance the guest experience. Update daily activities board, and follow procedures required for Clean Marina status. Ensure CBMM services and rates are market competitive.

Museum Store

Responsible for overseeing the Museum Store, including strategies to improve customer service, drive store sales, and increase profitability. Manage and support the Museum Store Manager’s specific areas of focus:

  1. Maintenance of store inventory that appeals to guests and utilizes CBMM’s collection to offer unique Chesapeake Bay related items, and maximize online sales.
  2. Monitoring best-selling products to better understand success factors such as store placement, seasonal demand, and impacts on the level of inventory maintained throughout the year.
  3. Oversight of all store communications (interdepartmental/customer/vendor/community/social media) in collaboration with CBMM’s Communications Department.
  4. Management of the Admissions process during fall and winter months with responsibility for opening and closing CBMMon weekends while the Welcome Center is closed.

Guest Services System

  • Oversight of CBMM’s Point of Service System (acquired 2013), used for Admissions, Store inventory management of purchases and sales, and group tour processing. Phased implementation of new capabilities over next few years, including advance ticket sales, expanded reporting, Online Store, Store gift cards, Education programs reservation system, etc.
  • Support streamlining of processes that cross multiple departments and staff members (e.g. revisions to education program signup, reservation and payment processes; creation of POS reports for Education Department and grant reporting; online store creation in partnership with Marketing (advertising), Admissions (advance sale of admission tickets); store sales and promotion of merchandise developed and built by the Boatyard and volunteers.

Edna Lockwood Restoration Project

Project management of CBMM’s 2016-2018 restoration of the National Historic Landmark bugeye

Edna E. Lockwood, with the help of a cross-functional team comprised of employees and several Board members. Responsibilities include:

  • maintaining and driving adherence to the multi-year schedule of various activities across departments, and updating a “360 Degree Plan” of key activities scheduled by month over the three year project
  • tracking donations and expenses against budget, ensuring authorization for any departures in spending
  • preparation of monthly progress dashboard to assess accomplishments within last 30 days, areas of focus for the next 30 days, key milestones over a 3 to 6 month horizon, and key challenges or issues requiring attention
  • Organizing and chairing monthly team meetings to review dashboard, key interdependencies to be discussed, strategy and schedule changes, etc.

Team Development/Management

  • Recruit and manage team members to support the development and execution of CBMM’s strategies.
  • Promote a culture of high performance and continuous improvement that values learning and a commitment to quality.
  • Mentor and develop team members using a supportive and collaborative approach on a consistent basis, ensuring one-to-one manager meetings at least biweekly.
  • Establish and monitor staff performance and development goals, assign accountabilities, set objectives, establish priorities, conduct annual performance appraisals, and administer salary adjustments.

Assume such other duties as are necessary for the operation of CBMMor as assigned by the President.

This position is a full time, salaried position of CBMMwith an expected minimum work schedule of 40 hours per week. All staff is expected to be available to work a flexible schedule that may include some evenings and weekends.

The Vice President of Finance Administration is expected to be present for all special events/advancement functions unless otherwise arranged with the President and may be assigned to work in a capacity alternate to that defined above.

I have read and agree to the above duties and responsibilities as they relate to the position of Vice President of Finance Administration.

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SignatureDate

08/2016 KLG

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