Now Hiring: Business & Operations Manager
The 390th Memorial Museum is hiring! Are you interested in becoming part of our team?
Read the description below and follow the instructions if you’re interested in applying.
390th Memorial Museum Business and Operations Manager
This position is critical to the high-quality operations and future viability of the museum. Honesty, integrity, an insistence upon accuracy in your work, and a high level of professional experience are essential for the incumbent to possess in order to assure the museum continues its upward movement.
The Business and Operations Manager is an essential team member who wears several hats and enables nearly all museum functions to occur, from assuring the facilities run properly and safely, to supporting the retail and other fundraising activities. This position actively supports all other team members by ensuring proper operations are maintained and providing specialized information or records as needed by the team. The position is supported by a portfolio of contractors who carry out much of the facility’s work in the museum. A contracted CPA firm provides support for payroll and weekly expenditure payments. If you have run your own business or enjoy a position with a diverse range of activities and responsibilities, this position might be correct for you.
Status: Full-time, salaried, exempt
The work associated with this position can be viewed as falling into these four broad categories.
Four Areas of Core Responsibilities
Serve as the subject matter expert on all aspects of the building layout and operations.
Lead the operations teams’ work managing the museum facilities, emergency response, safety
training, janitorial, upkeep and repairs, and contractors to keep the museum updated and functioning.
Work with contractors to assure the 22,000 square foot museum building remains safe, fully operational, and attractive inside and out. This includes scheduling contractor visits, periodic inspections, onsite repairs, reviewing their work, closely examining invoices, and scheduling payments for satisfactory work. Schedule contractor visits to maintain the museum’s golf carts and elevator.
Work with the museum’s IT contractor to assure that email, Internet, server, telephones, and POS systems run reliably. Participate in the planning of major building improvements with the Executive Director.
Museum Gift Shop
This position manages all aspects of gift shop operations, including online sales activity.
Responsible for activities such as tracking sales and attendance, buying, selling, consignment, merchandising, inventory control, and supervising and scheduling support staff.
The manager must have a deep understanding of the gift shop Point of Sale system so that you can provide training in its operation to staff and docents and quickly troubleshoot problems as they occur.
Oversee the quarterly inventory of the gift shop merchandise and provide the results to our contracted CPA firm.
Assure that sufficient merchandise is on hand to support the onsite gift shop. Also, assure that all aspects of our online store are functional and generating net revenues. Work with fellow team members to design and acquire new items for resale.
Must be able to identify and solve problems or requests immediately, keeping the
Executive Director is in the loop, but able to respond proactively. Provide high-level support to the Executive Director to ensure key tasks and initiatives can be accomplished efficiently. Such support includes providing accurate, timely reports and other information pertaining to museum operations, finances, and retailing.
Review and process invoices and payments in a timely manner. Maintain up-to-date and accurate contact, donor, member, address, and schedule databases. Track and acknowledge all donations and memberships made to the Museum.
Provide close supervision and management of the operational areas, which include security, information technology, maintenance, landscaping, housekeeping, and events set-up logistics.
Provide reporting, tracking, and analysis of museum operational areas such as income and expenses, and planned timetables for major maintenance and repairs.
Develop a proactive approach with all facilities and building systems that emphasizes preventative maintenance and inspections rather than responding to crises. Assure that essential museum operating supplies are kept stocked and organized; place orders as needed to maintain supply level.
Oversee the daily removal of cash from the donation boxes and cash register, and the placement of the deposit in the museum safe. Make periodic bank deposits, record such transactions, and assure outgoing mail is posted. Work closely with the museum’s contracted CPA firm in processing payroll, updating the ledger, and providing copies of all operating receipts and invoices
Assist in the preparation of the museum’s IRS 990 return and its annual audit by maintaining well-organized, accessible financial and personnel records and making those available to the contracted CPA firm that prepares these documents.
Must be present on-site during regular staff hours and available after hours in case of emergency. Must respond to issues in a timely manner.
Set goals for the museum operations team, including writing, and managing performance measures. Develop operational strategies that achieve quality results and ensure a superior guest experience. Provide significant input into developing operating budgets, museum policies, and procedures.
Assure that first aid kits remain stocked. Work with the contractor to assure the AED unit remains operational. Schedule CPR/AED classes for staff and volunteer docents.
Work as needed with Pima Air and Space Museum safety staff on overlapping issues of safety.
Function as the museum’s safety officer, inspecting the building for potential hazards and making corrections, developing appropriate procedures, and training of all team members.
- BA, BS, or higher degree in business, accounting, management, or finance.
- Eight years or more experience in a comparable or higher role.
- Four years of experience directing daily operations of a facility-based organization.
- Two years of experience overseeing the work of facility maintenance contractors.
At least two years of managerial experience in a traditional retail setting including working with merchandise vendors. Familiarity with the use of NEON, Shopify, and other online retail services that support a virtual gift shop. Experience in inventory record keeping and management.
Experience managing budgets, developing tracking spreadsheets, and creating expense, revenue, and attendance reports.
Solid bookkeeping and budgeting software experience (preferably with QuickBooks).
Proficiency in Windows and Microsoft Office Suite, including Excel, Word, and PowerPoint, and ability to learn others as required. Accessible and responsive beyond business hours, although after-hours needs are typically infrequent.
Excellent written and verbal communication skills. Attention to detail with a passion for a high degree of accuracy in your financial records and reports.
Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. Very strong interpersonal skills and ability to work diplomatically with a diverse group of volunteers, staff, and Board.
Demonstrated ability to maintain discretion in dealing with highly confidential information.
Ability to see the big picture and propose creative, practical solutions. Strong team orientation, and professional attitude and dress.
Possess an entrepreneurial spirit as well as excellent strategic and tactical skills to manage a
growing organization with several revenue streams. Enthusiasm about joining an organization that is evolving and poised to have a major impact on the aviation history museum field.
- Three years of directly related experience in a nonprofit organization.
- Two years of experience providing administrative support and report generation associated with federal and private grants or restricted donations. Ability to act as liaison with grant makers to assure makers receive reports on time.
- A strong interest in the history of World War II, particularly the air war over Europe.
Physical Requirements of the Position
- Most work occurs in an office setting and within the museum’s galleries. The ability to use common office equipment is required.
- The position requires utilizing a computer and telephone for prolonged periods of time, good eye/hand coordination, and verbal, and written conversation with others.
- Lifting/carrying up to 15 lbs.
- Vision abilities required by the job include close vision.
1. Provide a persuasive cover letter that describes your experience and interest in this position, and clearly demonstrates your skills in business operations. Make sure to describe how your experience addresses all four primary areas of responsibility outlined above.
2. Include a resume that clearly illustrates your relevant experience to the position requirements.
3. Include your salary history.
4. List at least three professional references along with contact telephone numbers and email addresses.
5. Email your materials to William Buckingham, Executive Director, at firstname.lastname@example.org.
Review of complete applications will continue until the position is filled. The museum is a non-smoking, drug-free workplace. The 390th Memorial Museum Foundation is an Equal Opportunity Employer. Because of the extreme sensitivity and importance of the position, an applicant’s criminal background check will be conducted before a final employment offer is made.