Chief Operations Officer

Job Description

Job Description

Description:

Position Summary

Reporting directly to and working closely with the President/CEO, the Chief Operating Officer (COO) serves as a trusted member of the Museum's leadership team. Under authority delegated by the President/CEO, the COO provides leadership and oversight of financial and accounting operations, human resources, administration, facilities and grounds, security, information technology, risk management, visitor services, and vendor relations.

The COO helps translate the President/CEO's direction and organizational priorities into action; ensures that budgets, staffing, programs, and operations are grounded in realistic revenues and available financial resources; and works with department managers to set clear expectations, monitor performance, promote accountability, and ensure timely follow-through.

The COO provides candid, well-supported advice; maintains appropriate confidentiality; keeps the President/CEO fully informed of significant matters; and supports accurate communication and consistent implementation of decisions made by the President/CEO and the Board of Trustees.

Essential Duties and ResponsibilitiesFinancial and Accounting Management

· Provide hands-on leadership for the Museum's accounting and financial operations, including cash management, accounts payable and receivable, payroll coordination, general ledger oversight, reconciliations, financial reporting, audit preparation, internal controls, and compliance.

· Develop annual operating and capital budgets and financial forecasts in partnership with the President/CEO and department managers, using credible revenue assumptions, historical performance, current conditions, and available resources.

· Monitor actual performance against budget; analyze revenue, expenses, cash flow, and departmental variances; and promptly advise the President/CEO of significant issues, emerging risks, and recommended corrective actions.

· Ensure that staffing levels, programs, purchasing, and operating commitments remain financially sustainable and appropriately scaled to realistic revenues and available financial resources.

· Prepare accurate and timely financial information for the President/CEO, the management team, the Finance Committee, the Audit Committee, and the Board of Trustees, as directed by the President/CEO.

· Coordinate the annual independent audit, tax filings, grant-related financial reporting, insurance matters, and other institutional assurance activities.

· Maintain effective internal controls, records-retention practices, contract administration, and ethics and conflict-of-interest procedures under the oversight of the President/CEO and the applicable Board committees.

Human Resources and Staff Performance

· Provide hands-on leadership in recruitment, onboarding, compensation administration, employee benefits, employee relations, policy compliance, training, performance management, corrective action, and separation processes, in consultation with and subject to the authority and approval of the President/CEO.

· Ensure that HR policies and practices are fair, consistently applied, properly documented, legally compliant, and aligned with the Museum's operational needs and resources.

· Work with managers to establish clear responsibilities, measurable objectives, and standards for conduct and performance; monitor results; and ensure timely, meaningful, and documented evaluations.

· Identify performance or conduct deficiencies and recommend to the President/CEO appropriate coaching, professional development, corrective action, reassignment, or separation.

· Promote constructive communication and teamwork while maintaining organizational unity, appropriate professional boundaries, established reporting relationships, and accountability for decisions and their results.

Operations and Administration

· Coordinate daily administrative and operational activities to support safe, efficient, reliable, and visitor-focused museum operations.

· Provide leadership and oversight of facilities and grounds, security, visitor services, risk management, information technology, property management, vendor relationships, and contracted service providers.

· Develop, implement, evaluate, and improve administrative policies, procedures, workflows, and systems in collaboration with the President/CEO and relevant managers.

· Review departmental functions, priorities, staffing, and processes to improve efficiency, service, accountability, and alignment with Museum policies, nonprofit best practices, and applicable AAM accreditation standards.

· Review and monitor contracts, agreements, purchasing activities, and other administrative commitments within delegated authority, ensuring required approvals are obtained before any commitments are made.

· Coordinate legal matters with the President/CEO and legal counsel, and ensure the timely implementation of legal guidance and compliance requirements.

Executive Leadership, Communication, and Governance

· Serve as a trusted advisor to the President/CEO, providing candid, timely, and well-supported analysis and recommendations, while recognizing that final executive authority rests with the President/CEO, subject to the Board of Trustees' authority.

· Keep the President/CEO fully and promptly informed of significant operational, financial, personnel, legal, donor, reputational, and governance matters, and obtain approval before acting outside delegated authority.

· Maintain the confidentiality of personnel, financial, legal, donor, executive, and Board matters, and share confidential information only with individuals authorized to receive it.

· Accurately communicate and consistently support the implementation of decisions made by the President/CEO and the Board once those decisions are final, while ensuring that staff have appropriate opportunities to raise questions and concerns through established channels.

· Collaborate with the President/CEO's direct reports and other managers to advance institutional priorities without disrupting established supervisory relationships unless specifically authorized by the President/CEO.

· Contribute to strategic and operational planning to strengthen organizational infrastructure, financial sustainability, leadership continuity, and community impact.

· Attend Board and committee meetings and serve as liaison to the Finance Committee, Audit Committee, or other Board committees only as directed by and in coordination with the President/CEO.

· Perform other related duties as assigned by the President/CEO.

Supervisory Responsibilities

Directly supervises accounting staff, the Facilities Manager, the Visitor Services Manager, and other positions assigned by the President/CEO. Provides operational coordination, coaching, and performance support to other managers within delegated authority and in coordination with the President/CEO.

Requirements:

Required Qualifications

· Bachelor's degree in accounting, finance, business administration, nonprofit management, or a related field, with at least five years of progressively responsible experience in nonprofit administration and organizational operations, or an equivalent combination of education and experience.

· Strong, hands-on experience in accounting and financial management, including budgeting, forecasting, cash flow management, financial reporting, audit preparation, and internal controls.

· Strong, hands-on experience in human resources, staff supervision, performance management, employee relations, policy administration, and corrective action.

· Demonstrated ability to develop realistic budgets, evaluate financial and operational trade-offs, and align staffing and operations with available resources.

· Demonstrated proficiency with QuickBooks for nonprofit accounting and financial management is required.

· Experience managing confidential and sensitive information with sound judgment, integrity, and discretion.

· Ability to interpret and apply applicable laws, regulations, contracts, policies, and procedures, and to communicate requirements clearly and consistently.

· Strong analytical, organizational, written, verbal, and interpersonal communication skills.

· Demonstrated ability to lead through accountability, collaboration, sound judgment, and timely follow-up.

· Valid Florida driver's license and a safe driving record, or the ability to obtain them within a reasonable period after hire.

Preferred Qualifications

· Advanced degree in accounting, finance, business administration, nonprofit management, or a related field, or a relevant professional certification such as CPA.

· Knowledge of or experience with museum management and constituent relationship management systems, preferably Blackbaud Altru.

· Experience in a museum, cultural institution, zoo, educational organization, or another visitor-serving nonprofit.

· Experience with nonprofit boards and finance or audit committees.

Knowledge, Skills, and Abilities

· Working knowledge of nonprofit accounting principles, GAAP, accrual budgeting, internal controls, audit requirements, grants compliance, risk management, human resources practices, and nonprofit governance.

· Ability to define problems, gather and evaluate relevant information, identify practical options, make sound recommendations, and implement decisions accurately and consistently.

· Ability to establish credibility with managers and staff while maintaining appropriate accountability, professional boundaries, confidentiality, and respect for established authority.

· Demonstrated proficiency with business and administrative technology systems, including accounting, payroll, human resources, constituent relationship management, website administration, and other cloud-based applications. The individual must be comfortable learning new systems, resolving routine operational issues, supporting staff in their use, and coordinating effectively with the Museum's external information technology provider, external website manager, software vendors, and other technical service providers as needed.

· Commitment to and curiosity about the Tallahassee Museum's mission and the communities it serves.

Physical Demands and Work Environment

The position is primarily office-based and requires regular use of a computer and other office equipment, frequent communication with employees and external parties, and movement across the Museum's 52-acre campus. The employee may occasionally work outdoors, attend evening or weekend activities, and encounter variable weather, moderate noise, uneven terrain, and facilities or animal-care environments. The employee must be able to perform the essential functions of the position, with or without reasonable accommodation.

General Statement

This job description summarizes the principal duties and qualifications of the position and is not intended to be exhaustive. Responsibilities may be modified or reassigned by the President/CEO based on the Museum's needs.