Fiscal Manager, Center for Visual Art

Metropolitan State University of Denver•Denver, CO

9d•$67,000 - $75,000•Hybrid

About The Position

Metropolitan State University of Denver is seeking a Fiscal Manager for its Center for Visual Art (CVA). The position analyzes and monitors CVA’s operational finances by authorizing and processing financial transactions, developing purchasing procedures, training staff, monitoring compliance with state and university fiscal rules, creating financial tracking systems, forecasting spending, and advising the director about financial issues and potential solutions. The role prepares accounting reports for the MSU Denver Foundation, CVA staff, grantors, and other agencies, and prepares budget transfers and journal entries as needed. The Fiscal Manager monitors income from institutional allocations, student program fees, grants, donations, membership dues, rentals, artwork and merchandise sales, and workshop fees. The position supports growth in retail sales, manages facility-management vendor contracts and payments and facility-rental contracts, and helps oversee Point of Sale (POS) and Constituent Relationship Management (CRM) data and its integration with financial systems. The role collaborates with the CVA Director and staff on short- and long-term budget planning, purchasing, accounts payable and receivable, earned-income operations, financial records, grant reporting, and fundraising support. It also develops departmental procedures, trains staff and faculty, serves as a resource to colleagues, participates in committees and community advisory board meetings as appropriate, and attends CVA events. The schedule is full-time, Monday through Friday, 9:00 a.m. to 6:00 p.m., with some evening and weekend work for events. The position follows a hybrid schedule, with in-person work and possible remote work depending on program needs and supervisor approval; CVA staff work remotely on Mondays when the Center is closed to the public. Travel is rare except for professional development.

Requirements

Bachelor’s degree in accounting, finance, nonprofit management, art, or a related field, or an equivalent combination of education and experience.
Three years of accounting or budget-management experience.
Experience in financial record management.
Intermediate or advanced Microsoft Excel skills.
High attention to detail and developed organizational skills.
Experience prioritizing multiple projects in a fast-paced environment.
Ability to work independently with minimal instruction.
Ability to think strategically, streamline and increase efficiency, and create and update financial-management systems.

Nice To Haves

Experience purchasing in a higher-education or government-agency setting.
Experience coordinating travel and/or preparing travel-authorization forms.
Experience with specialty art-supply vendors, art-equipment maintenance, and fine-art shipping agents.
Experience tracking grant-related income and expenditures.
Experience tracking donations, membership, and fundraising efforts.
Experience with CRM software such as Raiser’s Edge.
Experience with POS software and tracking earned income.
Experience using Workday or similar systems.

Responsibilities

Plan short- and long-term use of allotted funds with the CVA Director and gallery, administrative, and technical staff.
Monitor spending and forecast expenditures; alert the director to anticipated budget shortfalls or problem areas and suggest solutions.
Anticipate fiscal-year needs and prepare purchase orders.
Create and maintain advanced Excel spreadsheets and pivot tables to track and report expenditures and revenues, including student employment and work-study awards.
Reconcile institutional Workday statements with internal records and investigate and resolve discrepancies.
Review service and equipment contracts and forward them to Business Services as appropriate.
Research availability, pricing, and delivery timelines for special orders and unusual items.
Monitor and approve purchasing-card transactions and ensure compliance with state purchasing policies.
Prepare purchase requisitions, special purchase orders, and service contracts; collect paperwork to establish vendors in Workday.
Assist CVA staff with pre- and post-travel authorizations in Workday.
Create and authorize payment requests, verify timely vendor payments, and review corporate-card purchases for appropriate funding allocation and compliance.
Prepare journal entries and budget transfers as needed; work with the Auraria Higher Education Purchasing office on bids for vendors exceeding corporate-card limits.
Assist with visiting-artist paperwork and honoraria payments; prepare paperwork for artwork and merchandise sales and staff reimbursements.
Manage earned-income activities, including retail, artwork and merchandise sales, facility rentals, workshop fees, and other revenue-generating activities.
Maintain accurate POS and CRM data and support integration of sales information with internal financial systems.
Train staff in credit-card processing requirements and ensure PCI compliance.
Track and reconcile earned income, including sales-tax collection and allocation; coordinate with the Cashier’s Office on revenue distribution and create deposit forms for checks and cash.
Develop retail operating procedures, monitor sales trends, and help forecast earned-income revenue for the annual budget.
Work with tax accountants to determine unrelated business sales and actual cost per item; attend Office of the Controller informational meetings twice monthly.
Prepare reports for CVA staff, granting agencies, and the MSU Denver Foundation to support strategic planning and fundraising.
Manage the multi-artist consignment program, including inventory systems, sales transactions, artist payouts, workflow improvement, and development of POS and CRM solutions.
Develop internal tracking and reporting systems for income and expenditures; track approximately $500,000 in annual spending and prepare monthly budget reports.
Update financial records as purchases are made and invoices are paid; provide records to CVA staff, the dean’s office, the MSU Denver Foundation, auditors, human resources, and student government as appropriate.
Track grant income and expenditures and report according to grant requirements.
Process student employee time entry and monitor account balances to advise on scheduling.
Manage donor and member lists, prepare fundraising reports, process membership renewals, and prepare donor acknowledgements.
Assist with budget components of grant writing and reporting; develop purchasing procedures and train staff and faculty.
Manage the department credit card and travel card and assist with department-wide purchasing needs.
Serve as a resource to staff, serve on school or University committees as appropriate with supervisor approval, attend community advisory board meetings and CVA events, and perform other duties as assigned.