Financial Administrator, CBC

American Museum of Natural History

New York, New York

Job Type Permanent
Salary Details $75,000
Required Experience 2 - 6 years

The Center for Biodiversity and Conservation (CBC) works to transform knowledge, from multiple sources and perspectives, into conservation action. Our work encompasses three focal areas: multi- or inter-disciplinary research on biodiversity that is linked to conservation action or outcomes; capacity development for conservation; and convening and connecting of multiple audiences and actors for conservation problem-solving, including through effective communication and collaboration. We aim to draw on multiple strands of knowledge, and engage diverse communities of expertise when approaching complex conservation challenges, as well as advance diversity, inclusion, and equity in the field of conservation towards a culturally vibrant conservation workforce.

The CBC Financial Administrator is responsible for managing all CBC financial planning exercises and manages the departmental budget. The position works with project managers to develop annual budgets and identify funding sources, manage grants, and track expenses. The position acts as primary interface with the Museum’s Budget, Finance, Accounting, and Purchasing Departments and works closely with the Institutional Advancement.

Responsibilities include, but are not limited to:

  • Manage all CBC financial planning exercises, manage overall departmental budget, coordinate budget analysis and reporting with Finance and Development.
  • Work with individual programs and the CBC Director to determine multi-year budgets and funding sources; develop annual program budgets including staff allocations to projects and grant implementation timelines.
  • Review, track, update and reconcile expenses including from staff travel. Maintain organized tracking system of all requisitions, purchase orders, and invoices for the department.
  • Work with staff on systems to track grants and expenses to ensure implementation according to agreements, compliance, and timely completion and reporting; adheres to donor reporting requirements for Corporate, Foundation, Government and Individual awards/gifts.
  • Interface with Museum Financial, Payroll, Purchasing, and General Accounting departments, and with outside vendors or consultants regarding invoices/payments.
  • Liaison with HR about departmental staff structure, position descriptions, procedures, policies, and benefits.
  • Coordinate travel with outside participants; provide proper coding to travel agent, generate travel documents and reimbursements ensuring proper spending against grant budgets.
  • Assist with planning events and workshops held within the Center; approve all costs, and assign budget codes and provide post-event reconciliation of expenses.
  • Responsible for the Center’s close of the fiscal year including year-end accruals, reviewing expenses, and closing grants and travel logs.

Required Qualifications: 

  • BS or BA with business or management focus.
  • Strong experience in all aspects of finance and business systems, developing and managing significant budgetary and financial affairs.
  • 3-5 years of experience managing complex budget structures including multiple funding sources (for example, federal, state, endowment, private donor and cost-share/institutional and related reporting requirements).
  • Ability to work with multiple departments to achieve desired objectives (including but not limited to IT, Payroll, HR, Finance, Development, Communications, Digital Technology)
  • Analytical problem-solving experience, the ability to develop financial models and analyses, and experience in applying analytics to institutional decision-making.
  • Proven proficiency with spreadsheets, including pivot tables; databases and financial tracking software.
  • Excellent oral and written communication skills

Preferred Qualifications: 

  • Experience in non-profit budget and project management
  • Experience in academic or non-profit management desired.

Please submit an application through the American Museum of Natural History Careers job portal:

Position open until filled. 

When you apply, please indicate that you are responding to the posting on Conservation Job Board.