Administration assistant Jobs in Tampa, FL

Be a Star at the Straz Center for the Performing Arts!

Straz Center is seeking a dynamic and experienced professional to join our leadership team as Vice President of Administration. This role supports the Chief Administrative and Finance Office (CAFO) and President /CEO to obtain the organization's short and long-term business objectives, acting as second in charge as needed for CAFO responsibility areas. This position oversees the daily administrative, finance, human resource (HR) and information technology (IT) functions in providing tactical leadership and management in working with external Legal Counsel and administrative business partners.

Located in downtown Tampa, the 335,000 square-foot Straz Center, one of the largest performing arts complexes in the country, offers a team-based work environment that shows our dedication to the community every day. We reward our full-time employees with a strong benefits package including options for health/dental, vision, etc., discounted downtown parking, food and show discounts, plus a generous 403(b) plan and up to 27 days of PTO/Holidays per year.

Essential Functions:

Leadership

Provides leadership on:

• Organizational administrative, financial and system functions, strategies, and efficiency projects
• Organizational key performance measures, analytics, and surveys
• Coordination of standing meetings
• Trains and evaluates subordinate staff, as appropriate

Supports the CAFO in:

• Development and monitoring the organization's fiscal, audit and compliance, investment, compensation and benefit and governance policies
• Departmental oversight
• The annual reviews of the multi-year strategic plan to develop or refine specific annual operational goals, action steps and budgetary expectations

Treasury / Fiduciary

• Fiduciary, investment, financing, and risk management analysis and decisions
• Investment policies and actions for long-term investment
• Prepares cash flow projection reporting and analysis
• Serves as primary point of contact with banks and financial institutions for fiscal management

Accounting, Reporting, Audit, Tax and Compliance

• Oversees the accurate preparation and reporting of all internal and external financial statements, payroll, compensation, related taxes, and the annual audit process
• Ensures integrity of the general ledger and Chart of Accounts (COA), including proper recording of accounts payable/receivable, pledges, grants, payroll, fixed assets, cash activity, and other journal entries
• Maintains compliance with federal, state, and local regulations, including required filings, tax reporting, and coordination with external auditors and tax advisors
• Provides ongoing financial analysis of revenue, expenses, profit centers, and budgets to support sound internal controls and informed management decision-making
• Develops, directs, and continuously improves accounting systems, internal controls, and financial procedures to safeguard assets and support organizational strategy

Legal and Risk Management

• Leads and coordinates external general/legal counsel on tactical corporate, as applicable
• Facilitates the organization's overall Enterprise Risk Management activities in developing, policies, procedures, and assessments

Strategic Planning, Budgeting and Forecasting

• Facilitates coordination of the organization's Strategic Planning process
• Oversees coordination of the annual operating and capital budgets, semi-annual revised forecasting, quarterly cash forecasts, etc.
• Supports and assists in the development and reporting of corporate performance measures and metrics

Contract Administration

• Oversees business contract administration for legal, risk management and financial review of major business and vendor contracts including assessment of legal and financial liabilities involved
• Develops and administers related policies, procedures (SOPs), contract storage structure and management guidelines

Information Technology

• Works with the Sr. Director of IT to ensure that the overall strategic computer system, related processes, communication, cyber security, and disaster recovery initiatives are implemented, monitored, and maintained
• Ensures smooth operation of business software applications, uptime, maintenance and staff training in its operation

Human Resources

• Management and oversight of the HR team relating to HR Policy and Procedure, Legal and Regulatory Compliance, Recruitment and Staffing, Payroll, 403(b) Administration, Employee Benefits, Compensation, Performance Management, Succession Planning, Training and Professional Development, and Employee Relations.
• Serves as a staff liaison on the Human Resources Committee, coordinating the two annual meetings.

Special Projects

• Oversight of special business projects as assigned that impact any of the above areas as well as the rest of the organization and facility.

Supervisory Responsibilities:

• Manage and lead Finance, HR, and IT staff teams.
• Serve as back up to the CAFO, as necessary, in supporting departmental executives.

Other:

• Other duties as assigned

Minimum Qualifications (Knowledge, Skills, and Abilities):

• Demonstrated success in leading HR functions and IT teams
• Strong expertise in IT management and strategy
• Strong financial acumen and experience with complex budgets
• Excellent interpersonal, organizational, leadership, management and listening skills are required
• Ability to attract, retain, train, develop and appraise staff effectively
• Proficiency in computer desk top knowledge; intermediate to advanced knowledge of Microsoft Office
  • Familiarity with accounting and spreadsheet applications is required
• Apply general working knowledge of integrated business system applications
• Have commitment to accuracy and detail

Education and Work Experience:

• A bachelor's degree in accounting, Finance, Business Administration, HR, IT, or other related field of study required
• Minimum 10 years of experience in staff management and senior leadership roles with a focus on Administration, Finance, HR, and IT, including a previous Controllership or Financial Director position
• Minimum 3-5 years of general HR and IT business/systems/project management
• Non-profit financial and business management experience is a plus

Certifications / Licenses:

• CPA certification and/or MBA degree (or equivalent) required
• CMA certification is acceptable in lieu of MBA
• HR (i.e., SHRM) and IT certifications are a plus

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.

• The ability to communicate over the phone
• The ability to perform extensive work at a computer

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

• The noise level in the work environment is usually moderate
• The nature of this job requires that the employee work on-site as part of a regular work routine

Travel:

• Occasional local and in & out of state travel.

* As a condition of employment and in compliance with Florida House Bill 531, the candidate(s) selected for this position are required to complete a Level 2 background screening through FLClearinghouse. Please use the following link to view more about the required screening: . Failure to complete the screening or meet the requirements may result in disqualification from consideration.

The David A. Straz, Jr. Center for the Performing Arts, Inc. is an equal opportunity employer committed to being an inclusive workplace and strongly believes in the importance of having a diverse group of individuals represented. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.

Please visit our website at to learn more about the Straz Center.