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ASP Career Opportunities

Director of Finance & Operations
Program Coordinator

DIRECTOR OF FINANCE & OPERATIONS

Part Time Position (0.80 FTE, negotiable)

ABOUT THE ORGANIZATION
The ASP – a 501c3 nonprofit astronomy organization headquartered in San Francisco – inspires and supports professionals, researchers, educators, amateurs and armchair astronomers to learn more about astronomy and strengthen their ability to teach the subject to others. The ASP, which is currently celebrating its 126th year, develops and disseminates innovative astronomy toolkits, programs, publications, education resources, and online activities in its mission to advance science literacy through astronomy. ASP works with K-12 classroom teachers, museums, planetariums, national and state parks, nature centers, astronomy clubs, and city sidewalk enthusiasts. The ASP also works with NASA, the American Astronomical Society, the National Science Foundation, and other leading professional and educational organizations in North America and overseas. Financial support comes from a diverse portfolio of sources that includes government agencies, foundations (private and corporate), sponsorships, earned revenue, and donations from ASP members and individuals. The annual operating budget is approximately $2,500,000 and the institution employs a staff of 15 people. Please visit www.astrosociety.org for more information.

JOB SUMMARY
The DFO is a member of the ASP’s executive management team and reports directly to the Executive Director. The DFO has primary responsibility for the oversight, analysis, and monitoring of the organization’s finances, preparation of the ASP budget and quarterly forecasts, writing quarterly and annual budget reports for the Executive Director and Board of Directors, and the creation and maintenance of all fiscal controls. The DFO tracks and ensures compliance with grant and other funding restrictions and regularly provides information to appropriate staff regarding status of restricted grants.

The DFO oversees the annual audit and tax preparation, ensuring year-round compliance with nonprofit accounting standards and IRS regulations. The DFO also financially manages employee benefits, operations, and building maintenance. Details about these responsibilities are below.

JOB RESPONSIBILITIES
Supervises:
Supervise the finance and operations staff, specifically a full-time accountant, part-time clerk, and full-time customer service/fulfillment and purchasing agent.

Budgeting: Work with the Executive Director to develop annual and quarterly budgets and present these budgets to the Board of Directors for approval.

Monitoring: Monitor the budget through the year, including periodic comparisons of actual income and expenses to budgeted values, and cash flow forecasts. Interpret legislative and programmatic rules and regulations to ensure compliance with all federal, state, local guidelines. Monitor compliance with all grant rules and regulations, especially those of NSF, NASA, and similar government funding agencies.

Financial Operations: Oversee all financial operations, including Accounts Payable and Accounts Receivable, purchasing and payroll activity, banking and credit card activity, maintenance of adequate cash flow, reporting, ledgers, oversight of designated accounts including gift donations, grants and bequests, and maintenance of the inventory of all fixed assets.

Internal Controls: Maintain systems of internal controls to assure that acceptable accounting standards and practices are utilized; to ensure compliance with all state, federal and other applicable rules, regulations, and reporting requirements; to safeguard the financial assets of the organization; to oversee federal awards and programs; and to ensure that all substantiating documentation is approved and available so that all financial transactions may pass independent and government audits.

Reporting: Oversee the management and coordination of all fiscal reporting activities for the Society, including annual budget statements, monthly organizational revenue/expense and balance sheet reports, reports and reconciliations to funding agencies, cash flow projections and other financial statements for use by management Audit and Finance Committees, and the Board of Directors. Ensures financial information is presented accurately and efficiently.

Audit: Serve as the lead contact for the independent auditor and Audit Committee; oversee the annual audit process.

Human Resources and Operations: Monitor employee benefit packages and health coverage plans. Manage and oversee business insurance plans, building maintenance contracts, information technology systems contracts, internal purchasing and supplies, and wholesale and retail functions.

Collaboration: Work the Executive Director, Director of Development and Communications, Director of Education, and staff in implementing the Society’s strategic plan, business plans, and cultivating new financial opportunities.

Analysis: Study, analyze, and report on trends in finance, accounting and business.

Publications: Assist the ASP’s professional publications staffs in business and operations matters and perform other duties of a similar nature as assigned.

QUALIFICATIONS

  • BA/BS in Business, Finance (or related field) and 5+ years relevant experience required; MA/MS degree in Business, Finance, or equivalent experience preferred.
  • A minimum of 5 years experience with managing finances for 501c3 organizations and working with non-profit Boards required.
  • Experience directing the finances of science and/or science education organizations that receive government funding preferred.
  • Experience in the successful management and motivation of people.
  • Superior organizational, interpersonal, written, and verbal communication skills.
  • Ability to navigate ambiguity, recognize what needs to be done, and act accordingly; balancing multiple projects simultaneously.
  • Creative troubleshooting and problem-solving abilities.
  • Familiarity with Fund E-Z. Strong computer skills: demonstrated proficiency in Excel, Word, and various web and mail applications. Comfort level with new technologies.

DEADLINE
Applications must be received by March 6, 2015.

HOW TO APPLY
This is an 80% (32 hours per week) management position with an annual salary to be determined based on qualifications and experience. The position includes medical, dental, retirement, and other benefits.

To apply, please submit cover letter and resume to:

Astronomical Society of the Pacific
Attention: DFO Search Committee
390 Ashton Avenue
San Francisco, CA 94112

Or fax your application materials to

ASP DFO Search Committee
Fax Number: (415) 337-5205

Or e-mail your application materials to

e-mail address: search@astrosociety.org

The ASP is committed to a diverse workforce.


PROGRAM COORDINATOR

Part Time Position (24 hours/week)

ABOUT THE ORGANIZATION
The Astronomical Society of the Pacific (ASP) – a 501c3 nonprofit astronomy organization headquartered in San Francisco – inspires and supports professionals, researchers, educators, amateurs, and armchair astronomers to learn more about astronomy and strengthen their ability to teach the subject to others. The ASP, which is currently celebrating its 126th year, develops and disseminates innovative astronomy toolkits, programs, publications, education resources, and online activities in its mission to advance science literacy through astronomy. ASP works with K-12 classroom teachers, museums, planetariums, national and state parks, nature centers, astronomy clubs, and city sidewalk enthusiasts. The ASP also works with NASA, the American Astronomical Society, the National Science Foundation, and other leading professional and educational organizations in North America and overseas. Financial support comes from a diverse portfolio of sources that includes government agencies, foundations (private and corporate), sponsorships, earned revenue, and donations from ASP members and individuals. The annual operating budget is approximately $2,500,000 and the institution employs a staff of 15 people. Please visit www.astrosociety.org for more information.

JOB SUMMARYThe Program Coordinator is responsible for the support and management of a community of about 1,000 museum educators and park rangers across the U.S. This includes logistical and participant support for 5 – 6 workshops per year, which take place both online and in-person, and ongoing support and management of an online community of program participants. This person provides support for several programs – Astronomy from the Ground Up (museum educators and park rangers), My Sky Tonight (children’s museum educators), Skynet Junior Scholars (4-H Leaders), Astronomy Ambassadors (graduate students & post docs) – as well as other programs as needed.

JOB RESPONSIBILITIES

  • Workshop support for approx. 150 participants per year. This includes:
    • Processing workshop applications
    • Communication with workshop participants
    • Preparation and shipping of workshop materials
    • Online technical support
    • Onsite logistics
  • Ongoing community management for approx. 1,000 program participants. This includes:
    • Database management
    • Ongoing tracking and communication
  • Organization, maintenance, and stocking of in-house education supplies
  • Other event support as needed

QUALIFICATIONS

  • Strong organizational skills and attention to detail
  • Strong, personable communication skills, both written, on the telephone, and in person
  • Computer skills:
    • Demonstrated proficiency in Excel, Word, and various web and mail applications.
    • Database management experience preferred, with FilemakerPro experience particularly desirable
  • Generally tech savvy and able to pick up new technologies quickly.

DEADLINE
Applications must be received by June 1, 2015.

HOW TO APPLY
This is a nonexempt 60% FTE (24 hours per week) position with an hourly wage of $18-19 to be determined based on qualifications and experience. There may be an opportunity for expanded hours in the future.

To apply, please submit cover letter and resume to:

Astronomical Society of the Pacific
Attention: Program Coordinator Search Committee
390 Ashton Avenue
San Francisco, CA 94112

Or e-mail your application materials to:
search@astrosociety.org