Careers

Department: Operations
Reports to: Executive Director
Classification: Full time, Exempt

About Us:
Established in 1857, AIA New York is the oldest and largest chapter of the American Institute of Architects, boasting nearly 5,000 members including architects, allied professionals, students, and design enthusiasts. The chapter is committed to design excellence, public outreach, and professional development. The Center for Architecture, inaugurated in 2003 as the first cultural institution within the AIA network, aims to be the premier hub for learning about architecture and urbanism in New York City. Through various programs and events, it fosters engagement among architects, professionals, and the public. Both AIA New York and the Center for Architecture advocate for the importance of design in enhancing urban life. They prioritize values such as civic engagement, equity, environmental sustainability, resiliency, technological innovation, and inspiring design.

Position Summary:
We are seeking a dynamic and experienced Director of Finance and Operations to join our leadership team. This position contributes to AIA NY and CFA’s overall mission by leading and supporting seamless fiscal and operational systems, procedures and processes. The ideal candidate will be a seasoned professional with specific expertise in fiscal management and fund accounting, nonprofit management and governance, and IT and operations management. They will play a critical role as a member of our senior leadership team, contributing to strategic decision-making. In addition, they will have excellent written and oral communication skills, and a keen interest in AIA NY and the Center for Architecture’s mission.

This role reports to the Executive Director and works closely with the AIANY Board of Directors and Center for Architecture Board of Trustees.

Key Responsibilities:

Financial Leadership & Management
• Strategic Financial Planning: Lead the development and execution of the annual budget, multi-year financial forecasts, and cash flow projections. Analyze financial data, identify trends, and provide strategic recommendations to the executive team and board.
• Financial Reporting & Analysis: Oversee the preparation of accurate and timely monthly, quarterly, and annual financial reports for internal management, the Finance Committee, and external stakeholders. Present clear and concise financial analyses to inform decision-making.
• Accounting & Compliance: Direct all accounting functions, including accounts payable, accounts receivable, payroll, general ledger, and bank reconciliations. Ensure compliance with GAAP, regulatory requirements, and internal controls.
• Audit & Tax: Manage the annual audit process, liaising with external auditors and the Audit Committee. Oversee the preparation and filing of all tax returns (including 990) and ensure compliance with tax regulations.
• Grant Management: Collaborate with the Development team to develop grant budgets, track grant expenditures, and ensure compliance with grant reporting requirements.
• Cash Management & Treasury: Manage cash flow, bank accounts, and investments. Act as the primary contact for banking relationships and investment advisors.
• Develop and implement financial policies, procedures, and internal controls.
• Manage the finance team (one bookkeeper)
• Work with Executive Director to manage all Board reporting and participate in regular meetings of the Joint Finance Committee
• Represent the organization and/or act as an agent of the organization in financial related meetings, vendor relationships and negotiations, including the building Co-op Board
• Partner with department heads to support their budgetary needs and financial management.
• Act as a key point of contact for auditors, banks, and other financial institutions.
Operational Leadership & Management:
• Facilities Management: Oversee all aspects of facility planning and management, including service contracts, capital projects, facility vendor relationships, emergency plans, and compliance with regulations.
• Technology Management: Oversee technology planning and implementation, including system selection, software management, and vendor relationships. Ensure the efficient and effective use of technology to support operations.
• Administrative Operations: Oversee event rentals and administrative office management, including contract management, staffing, supply procurement, and budget management.
• Risk Management & Compliance: Develop and implement risk management strategies, including insurance management and regulatory compliance. Ensure the organization is protected against potential risks.
• Team Leadership & Development: Lead, mentor, and develop the finance and operations teams. Foster a collaborative and high-performing work environment.
• Vendor Management: Negotiate and manage contracts with vendors and service providers. Ensure value for money and quality of service.

Qualifications:
• Bachelor's degree in Accounting, Finance, or a related field required
• 7+ years of progressive experience in financial and operational management within a nonprofit organization
• Strong understanding of nonprofit GAAP accounting and financial reporting
• Proven ability to develop and manage budgets, forecasts, and cash flow
• Ability to translate financial concepts to other personnel with varied levels of financial experience
• Creative problem-solver who can proactively build and iterate the systems we need and be equally skilled at high-level strategy and day-to-day detailed operations.
• Commitment to ensuring fiscal integrity and ability to handle highly confidential information with discretion.
• Ability to think of new and improved ways to increase the organization’s capacity and effective use of resources
• Ability to adapt and thrive in a highly fast-paced, ever-changing environment with a demonstrated flexibility to make planning changes to reflect a dynamic work setting.
• Demonstrated knowledge and experience with technology, facility management, events management, and general office/administrative management.
• Demonstrated experience in reviewing and negotiating contracts and reviewing legal documents
• Experience with audit processes, tax compliance, and risk management.
• Excellent communication, presentation, and interpersonal skills.
• Ability to manage and mentor a team.
This is a predominantly in-person role, with some remote work possible (approx. 2 days per week, depending on event and programmatic needs on site)

Salary Range: The salary range for this role is $120,000-$135,000 per year, depending on experience.

BENEFITS: All full-time employees of AIA New York and the Center for Architecture receive, after a 90-day evaluation period, a competitive benefits package including low or zero cost health, dental and vision insurance options, 3% 401k match, 15 days PTO per year in your first five years, 10 paid holidays, Summer Fridays, and the last week of the year off.

Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The information in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

• Work to be conducted primarily in office, however some work may be conducted remotely via technology.
• Some lifting (up to 30 lbs.). Long hours on computer keyboard. Prolonged periods of standing and/or walking.

APPLICATION INSTRUCTIONS: To apply, please send a cover letter and resume in PDF format to jobs@aiany.org. Please put the job title and your last name in the subject line of your email. No phone calls, please.