The Studio Museum in Harlem has earned an international reputation as a leader in the contemporary arts arena with its groundbreaking role in promoting the work of artists of African descent. Celebrating its 50th anniversary, the Museum will implement a series of initiatives aimed at enhancing its institutional capacity and augmenting its ability to manage both capital and operational projects. A new facility has been designed by architect David Adjaye, and construction will begin in 2019.

The Museum seeks a Capital Project Administrator. This position will support the Director of Capital Projects in the construction phase and closeout of the New Building Project, and other capital projects that may be implemented.

The Project Administrator is responsible for:


Create project budgets and forecasting and analysis reports for the Capital Project team.

Prepare Capital Project financial reports for funders, lenders and internal stakeholders.

Maintain cash flow projections for the overall project and specific portions of the budget.

Prepare and track monthly project requisitions and reimbursement submissions to lenders and government funders.

Ensure timely preparation, review and submission of financial reporting requirements to government, foundation, and financial institutions.

Maintain the financial files for capital projects, in accordance with standard procedures.

Manage revenue and expense allocations within a complex, multi-stakeholder environment.

Coordinate risk management and insurance needs.

Reconcile project accounts on a monthly basis; liaise with Finance Department.

Input appropriate budget information using the cost code structure in accordance with the Finance Department procedures.

Perform departmental responsibilities such as processing of invoices for Capital Projects.

Maintain direct cost entries as incurred by the project.

Ensure timely payment to contractor/subcontractors and vendors after approvals are obtained.

Provide year-end support of auditor requirements, which may include research and reconcilement.

Follow all policies and report any inconsistencies.

Provide any supplemental reports/documentation as may be required by the Director, Capital Projects.

Verify figures on the internal Project Status Report and complete Project Accounting section on a monthly basis.

Maintain full working knowledge of budget and contingency for Capital Projects

Additional responsibilities may be added by the department or project as necessary.

Able to adapt to a flexible, fast-paced and dynamic work environment consistent with The Studio Museum in Harlem core values and mission statement


Minimum of a two-year professional or technical degree is required with a minimum of two or more years of cost accounting or construction accounting experience. BS degree in Accounting or related business degree preferred.

Experience in Public grant funding and/or other grant management experience required

Experience with NYC Capital Funding process, Department of Cultural Affairs or School Construction Authority and New York State procurement requirements highly desired.

Experience in the cultural and/or not-for-profit sectors preferred.

Intermediate to advanced computer literacy, including experience in word processing, spreadsheets and accounting software. Adept at technology and able to quickly learn industry- and organization-specific software applications.

Effective communication of financial matters with all stakeholders; ability to translate complex financial concepts to individuals at all levels, including finance and non-finance managers.

Have keen analytic, organization and problem-solving skills which allow for strategic data interpretation versus only reporting.

Strong interpersonal and time management skills.

Ability to work well with others under deadline situations and respond to changes in priorities.

Acute attention to detail, highly organized, and ability to see the big picture.

Ability to make systems as efficient, organized, and accurate as possible.

SALARY RANGE: Salary will be commensurate with experience, skills and knowledge.

Send cover letter, resume and writing sample to: {{{mre*surmhfw*dgplqlvwudwru@vwxglrpxvhxp*ruj}}}

Please note that while careful consideration will be given to each submission, the Museum will only be able to contact those applicants whose knowledge, skills and work experience best fit the requirements of the position. No phone calls or faxes please.

The Studio Museum in Harlem is an equal opportunity employer and considers all candidates for employment regardless of race, color, sex, age, gender identification, national origin, creed, disability, marital status, sexual orientation or political affiliation.


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