Finance + Operations Coordinator

Headlands Center for the Arts provides an unparalleled environment for the creative process and the development of new work and ideas. Through a range of programs for artists and the public, we offer opportunities for reflection, dialogue, and exchange that build understanding and appreciation for the role of art in society.

Contact Name
Ally Zimmerman
Contact Email Address
jobs@headlands.org
Type of Employment
Full time
Type of Role
Coordinator
Salary Level or Range
$50-$60K
Tag Words
This is a remote position
no
Location

Sausalito, CA
United States

URL to Job Post
Application Closing Date
Description and Qualifications

Title: Finance and Operations Coordinator
Department: Operations
Reports to: Deputy Director for Operations
Status: Salaried, Non-Exempt
Salary Range: $50,000–$60,000. Total compensation includes a generous benefits
package with medical, dental, 401(k), and paid time off (PTO)

Schedule: Full time; occasional evenings/weekends required
About Headlands Center for the Arts
Headlands Center for the Arts is a multidisciplinary, international arts center dedicated to supporting artists; the creative
process; and the development of new, innovative ideas and artwork. Where we are is as important as what we do. Our
campus comprises a cluster of artist-rehabilitated military buildings, just north of the Golden Gate Bridge at historic Fort
Barry in the Marin Headlands, a part of the Golden Gate National Recreation Area.
Mission
Headlands Center for the Arts provides an unparalleled environment for the creative process and the development of new
work and ideas. Through a range of programs for artists and the public, we offer opportunities for reflection, dialogue,
and exchange that build understanding and appreciation for the role of art in society.
Position Description
Headlands Center for the Arts’ (Headlands) Operations Department is responsible for the management of Headlands’
resources in support of programmatic objectives, including financial sustainability and high-functioning operations. The
Finance and Operations Coordinator (FOC) provides critical support to the Deputy Director for Operations to assist with a
variety of financial duties at Headlands, including serving as the primary liaison with Headlands’ external accounting firm.
The successful candidate must be able to effectively coordinate financial processes and procedures, bringing a spirit of
collaboration and customer service as the staff member bridging the firm, the staff, and Headlands’ varied constituents. In
addition, the FOC will support the Senior Manager, Operations on event rentals, volunteer coordination, and
administrative support.
Responsibilities
All of the duties and responsibilities outlined below are essential job functions subject to reasonable accommodation. This
job description should not be construed as an exhaustive statement of duties, responsibilities, or requirements. Individuals
may be required to perform any other non-related instructions as requested by their supervisor and guided by the needs
of the team.
Finance Support
• Serve as primary liaison with Headlands’ finance firm, Bicycle Accounting (BA)
• Provide customer support to artists and donors for financial needs
• Check mail for invoices/checks and scan finance-related mail
• Code and deposit checks on a weekly basis
• Review bills for payment in bill.com and prepare for approval
• Review credit card transactions and approve reimbursements via Divvy
• Monitor bank accounts in close collaboration with Deputy Director for Operations
• Provide consultation and assistance for research and preparation of Headlands' annual budget using Fathom
• Support development of the packet for Finance Committee meetings; attend meetings, and participate as
needed, including taking minutes

• Reference and manage archived finance email account as needed
• Meet monthly with development staff to review status of grants, pledges, and other contributed income and
reporting requirements, and quarterly to reconcile accounting and development records
• Complete and file forms for sales and other taxes as appropriate
• Collaborate with Director of Facilities on resolution of fixed assets inventory
• Coordinate with program, development, and operations departments the collection and timely receipt of
income from fees and institutional sources
o Prepare and submit invoices for residency fees from institutional sponsors
o Monitor receipts from outside rentals, concessions, and sales
Audit
• Resolve audit inquiries as needed
• Manage paper files for the FY21 and FY22 audit and coordinate with BA for any digital files
Financial Reporting
• Generate weekly payables and deposits report for management team
• Provide Charles Schwab statements and CSV files to Bicycle Accounting on a monthly basis
Payroll
• Circulate reminders to staff for bimonthly payroll deadlines
• Coordinate timesheet approval in Gusto for hourly employees
• Communicate employee onboarding and offboarding needs to Bicycle Accounting
Administrative and Operational Support
• Ensure that the office equipment and supplies are running as stable, consistent, and efficiently as possible
• Keep operations and rental data updated in Salesforce
• Manage archive of paper and electronic files, governed by Headlands’ document retention policy
Earned Income Activities
• Support Senior Manager, Operations with contracts and logistics of wedding, special event, group visit, photo
and film shoots, and weekday meeting rentals and associated print and web materials
Public Event, Programming, and Volunteer Support
• Support the volunteer program, including securing volunteers for Headlands’ programs, communication of
event logistics, and maintaining up-to-date volunteer distribution lists
Visitor Experience
• Provide customer service during public hours and rental events happening during regular business hours
• Field and direct calls and inquiries via phone and email
• Other duties as assigned by Deputy Director for Operations or Senior Manager, Operations
Position Requirements
• 1-2 years of finance accounting or administrative experience
• Excellent customer service, interpersonal, and collaboration skills
• Ability to maintain confidentiality of sensitive information
• Strong written and oral communications

• Computer literate with proficiency in QuickBooks, GSuite, Slack, Salesforce, and Microsoft Office Suite
applications, including strong Excel skills
• Understanding of budget management
• Demonstrated awareness, experience, and competence in working with a diverse, multi-racial, multicultural,
and socio-economic environment
• Experience with or willingness to learn about diversity, equity, inclusion, and accessibility initiatives
• Due to our Marin Headlands location, reliable vehicle access is required
Physical Requirements
• Frequently is required to talk and hear; stand; walk; use hands to handle or feel; reach with hands and arms
• Occasionally required to climb or balance; and stoop, kneel, crouch, or crawl
• Specific vision abilities required by this job include close vision and ability to adjust focus
• Must be able to do extended periods of work at a computer
• Must be able to assist with events, which includes lifting up to 25 lbs
• Must be able to work occasional nights and weekends
• Must be fully vaccinated and boosted against COVID-19

To Apply
Headlands Center for the Arts is committed to a diverse and pluralistic workplace. People of Color and members of the
LGBTQIA community are strongly encouraged to apply.
Interested candidates should email a single PDF attachment that includes both a cover letter and resume to
jobs@headlands.org. The subject line of your email should be “Finance and Operations Coordinator/your name.” Please
submit applications by Sunday, August 14, 2022.
Review of applications will begin Monday, August 15, 2022 and continue until the position is filled. Please note that due to
the volume of applicants, only candidates who will be invited to interview will be contacted.

Equality Employment Opportunity Policy
Headlands Center for the Arts is committed to a diverse workplace and strongly encourages applications from all qualified
individuals, as such Headlands is committed to a policy of equal employment opportunity for all applicants, employees,
volunteers, and interns. Headlands makes decisions based on the merits of each candidate.
Headlands Center for the Arts prohibits discrimination based on an individual’s race, color, religion (including all aspects of
religious beliefs, observance or practice, including religious dress or grooming practices), sex (including gender, gender
identity, gender expression, transgender, pregnancy and breastfeeding), sexual orientation (including heterosexuality,
homosexuality, and bisexuality) national origin, ancestry, citizenship status, age, marital status or registered domestic
partner status, uniformed service member or veteran status, physical or mental disability, medical condition, genetic
characteristics or information, or any other basis protected by law. Headlands will afford equal employment opportunities
to all qualified applicants, employees, volunteers, and interns as to all terms and conditions of employment, including,
without limitation, compensation, hiring, training, promotion, transfer, discipline, and termination.