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The entrance to the American Academy in Rome office in New York

Overview

The American Academy in Rome is the oldest overseas center for research and study in the arts and humanities. Each year, the Academy awards the Rome Prize to a select group of artists and scholars who are invited to live and work in a dynamic international community in the heart of Rome. To support the work of these Fellows, the Academy also hosts programming in Rome, New York, and around the United States.

AAR is an Equal Opportunity Employer.

Controller

The American Academy in Rome is a nonprofit organization with its principal finance and fundraising operation in New York and its program operation in Rome, Italy, which includes a secondary finance office. The two offices manage their respective finances and operating budgets in separate ledgers in a shared accounting system (Financial Edge), and the New York office converts the Rome ledger and consolidates it with the New York ledger on a monthly basis. Similarly, the Rome financial statements are audited separately and consolidated into the overall institutional audit annually. The Academy employs Italian staff in Italy and American staff in the US and Italy and is subject to laws and regulations in both countries.

The Academy’s Controller is based in New York and responsible for managing and executing a full range of financial and administrative strategies, tasks, and processes across the whole organization, and providing proactive direction and support to the staff in both New York and Rome. The Controller leads all US day-to-day finance operations in a small but complex organization with significant international operations.

In conjunction with the Chief Financial Officer (CFO), the Controller establishes broad financial goals, priorities, and strategies based on internal needs and external circumstances, and analyzes Academy-wide activities and data to monitor financial status and measure against goals and trends. The Controller manages and executes all financial, project-based, and departmental accounting, and has functional responsibility for accounting, accounts payable/receivable, cash flow, endowment and grant funds, bank and investment accounts, budgets, audits/tax returns, payroll, and reporting/filing. The Controller is responsible for developing, implementing, and overseeing all financial and accounting systems, controls, policies, and practices to ensure compliance with organizational policies and applicable laws and regulations.

The successful candidate will be a strategic professional who has broad-based expertise and depth in the relevant areas of the Academy’s needs, ideally from work experience in nonprofit organizations. The ideal candidate will appreciate the Academy’s unique profile as a hybrid academic and cultural institution, as well as the complexities of concurrent operations and business models in two different countries.

Supervision

The Controller reports to the Chief Financial Officer (CFO) and works in close coordination with the Deputy Director of Finance and Administration in Rome. The Controller oversees the Staff Accountant in the New York office.

Responsibilities

Finance Management (60%)

  • In conjunction with the CFO and senior management staff, establish broad financial and budget goals, priorities, strategies, and benchmarks based on an understanding of internal needs and external circumstances, and analyze Academy-wide activities and data to monitor financial status and health and measure against goals and relevant trends
  • Manage and execute all financial, project-based, and departmental accounting, including analyzing and presenting all financial reports in an accurate and timely manner, and preparing statements and accounting for projects, programs, and grants
  • Develop, implement, and oversee financial and accounting systems, controls, policies, practices, reporting, and records to ensure compliance with organizational policies and applicable laws and regulations, including cash management, accounts payable, accounts receivable, cash receipts, credit control, and petty cash
  • Manage the general ledger, all subsidiary ledgers, and all financial records, including preparing and posting journal entries, reviewing and approving new vendors, reviewing and coding transactions, preparing reconciliations, overseeing cash transactions, making adjusting entries, and performing monthly closing; and in collaboration with the Deputy Director of Finance and Administration in Rome, manage the chart of accounts and project codes to ensure a coherent accounting structure across both locations
  • In collaboration with the Deputy Director of Finance and Administration in Rome, oversee and manage organizational cash flow, including developing monthly projections, forecasting future needs, anticipating changes, and purchasing and transferring euros for Rome operations
  • Manage complex endowment and grant funds, including tracking and allocating changes to fund values, projecting fund spending and balances
  • As directed by CFO and investment advisors, manage investment portfolio, including executing investment transactions, reconciling accounts
  • Work collaboratively with the Finance team to support annual and multiyear budgeting (both operating and capital), including planning and consolidating budgets, reviewing and analyzing budgets with Rome, monitoring budget to actuals, balancing and reforecasting, and evaluating year-end performance
  • Oversee annual audit and tax return in New York, including preparing and maintaining audit and tax return schedules, developing controls, and serving as liaison with external auditors
  • Oversee and handle banking and other accounts, including reviewing, analyzing, and reconciling accounts, managing temporary cash accounts, and representing the Academy in banking relationships
  • Oversee all statutory reporting and tax filing, including sales tax, benefits, 1099, and 1042
  • Support CFO in relevant Board and Committee activities, including preparing agendas, reports, and presentations; reporting to Board and Committees if needed; reviewing minutes; and ensuring timely follow up on action items
  • Maintain awareness of relevant industry trends, standards, and best practices at similar institutions, as well as businesses and other organizations, in order to ensure compliance, appropriate controls, and effective management, as well as to set standards for comparison and development
  • Perform other finance management responsibilities as needed and directed, including but not limited to performing accounting duties when needed

Accounting Supervision (20%)

  • Supervise Staff Accountant in all aspects of accounts payable, including corporate credit cards, and process payables as back up to Coordinator
  • Supervise Staff Accountant in all aspects of accounts receivable, including reconciling contributions with development, and process cash receipts as back up to Coordinator
  • Supervise Staff Accountant in all aspects of payroll and timekeeping, and process payroll as back up to Coordinator
  • Supervise Staff Accountant in all other accounting tasks, including petty cash, and process as back up to Coordinator
  • Performs additional accounting tasks as needed and directed

Department Management (10%)

  • Manage and support professional and productive finance department, ensuring close collaboration and coordination between staff in New York and Rome; timely and satisfactory achievement of tasks and goals; compliance with institutional policies and procedures; and collegial working relationships across departments
  • Develop, manage, and implement comprehensive and cost-conscious annual and multiyear administrative budgets, including setting priorities in context of institutional goals; planning short- and long-term revenues and expenses; establishing margins; monitoring and controlling revenues and expenses; analyzing and explaining variances from budget; and reforecasting budget and goals
  • Manage performance of finance staff members through mentorship, guidance, training, and leadership by example, including setting goals and expectations; providing regular and constructive feedback; evaluating performance and making recommendations for salary adjustments, title changes, and/or promotions; and taking counseling and corrective action, including formal disciplinary procedures when necessary
  • Develop and implement finance staffing plans within budgetary and organizational parameters to handle workload and meet immediate needs and long-range plans, including proposing staff positions and structures; writing job descriptions; benchmarking with comparable peer institutions; and recruiting, interviewing, selecting, and onboarding qualified staff
  • Oversee finance department administration, including recruiting, reviewing, and hiring independent contractors, vendors, and consultants within budgetary and organizational parameters, as well as managing department contracts
  • Perform other department management responsibilities as needed and directed

Administration (10%)

  • Manages and ensures adherence to calendar of finance, accounting, and other administrative deadlines
  • In conjunction with CFO, performs HR tasks as back up to Staff Accountant, including processing new hires, benefits, and separations
  • Completes or oversees completion of business forms, including credit applications, tax exempt forms, and resale certificates
  • Assists with occasional evening and weekend events and programs
  • Performs additional administration tasks as needed and directed

Qualifications

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

  • Bachelor’s degree in finance, accounting, business, or related area of study; CPA preferred
  • Eight to ten years of professional experience in progressively responsible roles and proven track record of skillfully and effectively managing accounting, finances, and budgets with at least seven years at the management level, ideally in a combination of nonprofit organizations and finance, accounting, or other similar companies, or comparable combination of experience and substantial knowledge of nonprofit management
  • Understanding and appreciation of nonprofit cultural institutions, and genuine interest in the Academy’s mission and work
  • Demonstrated strength in strategy, organization, planning, and analysis, especially with respect to budgets, operations, and projects
  • Significant strength in managing time, organizing work, and being highly accountable in dynamic and creative setting with competing demands on attention and frequently changing and conflicting priorities and deadlines
  • Demonstrated ability to work independently, be proactive, and take initiative with minimal direction or guidance, balanced with skill in executing plans and detailed tasks accurately and efficiently
  • Proven management abilities with substantial skills in developing and supporting staff, assessing and designing workflows, working productively with all levels of management and staff, and collaborating with colleagues in another location
  • Excellent professionalism and diplomacy in representing Academy internally and externally, with superior writing, editing, oral communication, and presentation skills in both Italian and English, especially on financial, business, and legal matters
  • Exceptional judgment, professionalism, and discretion in handling confidential and sensitive situations and matters
  • Advanced skills in accounting and donor database software, preferably Financial Edge and Raiser’s Edge
  • Advanced skills Microsoft Office suite, especially in Excel
  • Accessibility to respond to urgent and emergency situations outside of business hours

The American Academy in Rome is an Equal Opportunity Employer.

To Apply

Please submit a cover letter outlining your interest in the Academy, the contributions you expect to make to the Academy’s mission, and your qualifications for the position of Controller via aarome.bamboohr.com/jobs/view.php?id=38. Applications will be accepted until the position is filled.

Curatorial and Programs Manager

The American Academy in Rome seeks a passionate and experienced programs manager to help oversee and execute US-based programming, including talks and panels (including the Academy’s series Conversations/Conversazioni), musical performances, readings, receptions, exhibitions, and other events. The position will be responsible for running five to nine events a year, from ideation to execution, as well as assisting with the annual Rome Prize competition and Affiliated Fellowships program. The ideal candidate is someone with a demonstrated interest in the arts or humanities and will be given a unique ability to shape the Academy’s US-based programming as part of the Communications and Programs department, working closely with staff in New York and in Rome.

The role requires setting curatorial and programming objectives for the American Academy in Rome, strategizing with key internal and external stakeholders, helping to oversee the overall programming calendar for the Academy. The right candidate will work with the Academy’s senior leadership on building public events that are engaging and appealing to different audiences. The successful candidate will bring an entrepreneurial approach to the role and navigate team dynamics with ease. The role requires creativity, energy, a positive attitude, attention to detail, and strong organizational and project management skills, as well as a passion in the Academy’s work as a leading cultural organization operating in the United States and Italy. Sound judgment, excellent communications skills, and familiarity with current trends in the arts or in scholarship are critical qualities for the successful candidate.

Responsibilities

  • Event Management: plan major events from start to finish, in the context of an annual programming theme. Create programs, plan event budgets, invite guests, and execute events with confidence and skill
  • Stakeholder Engagement: help manage relationships with key stakeholders as they relate to public programming to ensure positive outcomes
  • Fellowships: assist the Director of Programs with the annual Rome Prize Competition, including assembling juries and assisting to manage the application process for Rome Prize Fellowships as well as Affiliated Fellowship programs; a sound judgment, particularly around confidential information, is critical
  • Collaboration across multiple teams: work closely with several teams, including the Communications and Programs Department, the Development Department, and programs staff in Rome on setting a larger strategic vision and achieving measurable results
  • Assist with maintenance of Raiser’s Edge database, online fellowship application portals, departmental records, and institutional archives

Qualifications

  • A bachelor’s degree in one of the academic disciplines in/for which the American Academy in Rome offers fellowships (ancient studies, archaeology, art history, design, English/literature, Italian studies, medieval studies, visual arts, etc.) or in education, museum studies, or related fields
  • 4–7 years of events or programs management experience in cultural or academic organizations
  • Demonstrated ability to multitask, problem solve, and take initiative
  • Driven, creative individual with strong organizational skills and the ability to balance multiple priorities simultaneously
  • Ability to operate at two levels: both on a strategic level and also at a granular level in the execution of programs and events
  • A people person skilled at building and nurturing relationships
  • Strong project management skills
  • Excellent budget management and analytical skills
  • Excellent written and verbal communications skills
  • Proficiency in Microsoft Office (Word, Excel, and PowerPoint) as well as Google applications (Gmail, Google Calendar, and Google Drive)
  • Knowledge of Raiser’s Edge/Blackbaud software is a plus
  • Able to work in our New York office full time
  • Willing to staff occasional events outside business hours
  • Fluency or proficiency in Italian is a plus but not a requirement

The American Academy in Rome is an Equal Opportunity Employer.

To Apply

Please submit a cover letter outlining your interest in the Academy, the contributions you expect to make to the Academy’s mission, and your qualifications for the position of Curatorial and Programs Manager to aarome.bamboohr.com/jobs/view.php?id=39. Applications will be accepted until the position is filled.