Finance Project Administrator
We Are Committed to an Inclusive Workplace
At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.
We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.
How You Will Contribute
The Finance Project Administrator will lead cross-functional initiatives to optimize financial operations, with a particular focus on managing the end-to-end procurement lifecycle and related specialized functions. Reporting to the Sr. Advisor to the CFO and VP of Operations, this role partners closely with Accounting, Treasury, IT, Legal, and business units to drive process improvements, ensure compliance, and support strategic decision-making.
Specifically, you will:
Project & Process Management
Lead and manage finance projects (e.g., system implementations, process redesigns), ensuring on-time, on-budget delivery and stakeholder alignment
Develop detailed project plans, track milestones, and report progress to executive leadership
Facilitate change management, training, and adoption activities for new processes and tools
Maintenance and review of procurement agreements to ensure they align with organizational commitments and financial obligations.
Procurement Lifecycle Oversight
Own the full procurement process for finance-related goods and services, including requirements gathering, RFP/RFQ coordination, vendor selection, negotiations, and contract execution
Maintain procurement policies and ensure adherence to regulatory and internal compliance standards
Partner with Legal to review contracts and mitigate risks in supplier agreements
Monitor vendor performance, manage renewal/termination decisions, and drive continuous supplier improvement
Procurement Lifecycle Oversight
Own the full procurement process for finance-related goods and services, including requirements gathering, RFP/RFQ coordination, vendor selection, negotiations, and contract execution
Maintain procurement policies and ensure adherence to regulatory and internal compliance standards
Partner with Legal to review contracts and mitigate risks in supplier agreements
Monitor vendor performance, manage renewal/termination decisions, and drive continuous supplier improvement
Specialized Finance Functions
Coordinate with Treasury to align cash forecasting, liquidity management, and vendor payment scheduling
Oversee P-Card program administration, expense reimbursements, and cash advance reconciliations
Support month-end and year-end close activities, ensuring timely completion of reconciliations and journal entries related to procurement and project costs
Your background and experience include:
Bachelor's degree in Finance, Accounting, Business, or related field preferred. Master's Degree Preferred.
Minimum of 2-3 years of experience in finance or project management, preferably in a nonprofit or similar organization.
Strong organizational and time-management skills.
Detail-oriented with excellent data entry and documentation skills.
Effective communication and interpersonal skills to work with vendors, staff, and stakeholders.
Knowledge of procurement best practices and vendor negotiation strategies.
Ability to manage multiple priorities in a demanding environment.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Concur and purchasing software and ERP systems.
Position and Compensation Details
The salary for this position is $70,000 -75,000 .
This position is Full-Time, Exempt, and 35 hours per week.
This position reports to the Senior Advisor to the CFO and VP of Operations.
This position is required to be performed fully onsite at Philadelphia Museum of Art locations.
Physical requirements:
Able to remain stationary for extended periods of time, to utilize computers and other office equipment required of this job, to perform physically administrative duties in a typical interior office environment, gallery, or exhibit space, and to access most public and staff areas of the museum campus
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
Institutional Requirements
Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum and protects and enhances its reputation and standing within the community of museums.
Adheres to the museum's code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest.
Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum's staff, volunteers, and audiences.
Maintains confidentiality.
Adheres to all museum protocols, procedures, rules, and policies.
Application Timeline
Applications will be reviewed on a rolling basis. We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected.
What We Offer
Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:
Free general admission to the museum for you and your immediate family
Discounted guest tickets for admission
Discounts on gift memberships
Special staff tours and presentations from our curatorial and conservation teams
Discounts at the museum restaurant, museum cafés, and museum retail and online stores
We offer a comprehensive benefits package for employees including:
Medical, dental, and vision benefits
Fully paid short-term disability insurance, long-term disability insurance, and life insurance
Health savings or flexible spending account program
Retirement savings program with museum match
Paid vacation, personal days, sick days, and holidays
*Eligibility for certain benefits is based on a variety of factors including the employee's regular schedule and tenure.
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