Manager, Administration and Finance

Job Type

Full Time



Application Deadline



14 East 60th Street
Suite 700
New York
New York
United States


Roles & Responsibilities Overview  

  • Manage administrative and financial functions to support programs: grants and artwork; fundraising; marketing and communications; special events, including Gala
  • Support efforts of the Executive Director, contributing to organizational development, planning and execution of activities in the US and in Canada
  • Manage routine office management functions
  • Reports to Executive Director 

Program Administration 

  • Refine and maintain development database: donors; prospects; beneficiaries; supporters
  • Manage administrative functions to support planning, organization and execution of fundraising / cultivation efforts and operations
  • Prospect and general research to support development functions


·       Work with ED to support annual and program budget creation; generate reports and financial updates as required

·       Maintain administration and financial records for grant and artwork programs and special events; general financial records, work with bookkeeper and auditor as required – including:

        i.        Banking

1.    Preparation and recording of bank deposits, bills and checks

2.    Maintain cash journal 

3.    Reconcile bank accounts with off-site bookkeeper 

       ii.        Investment firms

1.    Maintain updated statements

2.    Communicate with institutions as needed 

       iii.        Filing Procedures

1.    Assist ED with tax filings; documentation as required

       iv.        Administer cash donations, artwork donations, loans / gifts; maintain inventory 

       vi.        Maintain files and records (art Inventory database; Excel cash journal, grant tracking) including paper

record of invoices paid; paper and e- files of grants, art loans / gifts

      vii.        Assist with annual audit

Marketing and Communications 

·     Manage CCAR website; launch and maintain social media sites and other web assets (Squarespace, Mailchimp, Facebook, Twitter) 

·     Work with ED to maintain communication and marketing materials; generate documents (e.g. HTML’s) for distribution by print or electronically


Board of Directors

·     Update and maintain Board Committee and governance documentation 

·     Provide support and respond to inquiries as requested

·     Work with ED on organization and execution of two annual Board of Directors Meetings, including surrounding cultural activities; administration of support materials 

General Responsibilities

·     Administration and finance support for ED as required

·     Process in-coming correspondence 


The ideal candidate will possess a bachelor’s degree or the equivalent and will have at least one year of related experience. In addition, we require: 

·      Knowledge of QuickBooks, Microsoft Office, Mac based software

·      Proven track record in organizing and maintaining administrative and financial systems

·      Excellent oral and written communication skills 

·      Detail-oriented and flexible approach to assignments 

·      Ability to take direction well and proactively point out issues that may need the Executive Director’s attention

·      Interest in arts administration, cultural diplomacy or related areas

Professional Level


Minimum Education Required

4-year degree

How To Apply

Nature of Position

This is a full-time position based in New York City. 

To Apply

Please send a cover letter (including salary requirements) and résumé to Please do not call the CCAR office.