Center for the Performing Arts

Empire State Plaza • Albany, New York

Careers

Finance Manager

Job Title: Finance Manager
Supervisor: Executive Director 
Status: Full-Time, Exempt
Expected Salary Range: $70,000-$75,000
Ideal Start Date: September 16, 2024 

Job Description: 

The Finance Manager is a key position at The Egg, a unique performing arts venue in Downtown Albany, NY. The Egg is seeking a strong individual who can run the finances and work with the General Manager on government reporting for The Egg. The candidate needs to be able to step in and run all incoming and outgoing financial transactions, manage and run payroll, and maintain all reporting requirements with the NY State and Federal Government. Once onboarded, the person in this position will work with the Executive Director to hire an hourly finance associate / bookkeeper. 

Expectations: 

The Egg seeks someone who is capable of managing extensive finances for a 501c3 nonprofit / NY state authority organization with a variety of incoming and outgoing payments, as well as payroll for full time staff, part time employees, and various contractors. This individual must be comfortable with govt reporting to multiple agencies and ideally have experience interfacing with city, state and federal govt entities. 

The ideal candidate will have strong organizational abilities, detail oriented, experience in the performing arts / music / theater world, business acumen, and a flexible, can-do attitude. 

About The Egg 

The Egg, which houses a 980-seat and a 440-seat theater, is owned by the State of New York and managed by the not-for-profit Nelson A. Rockefeller “Empire State Plaza Performing Arts Center Corporation”. Through partnerships and collaborations with the community and promoters, The Egg presents performances, spotlights emerging artists, fosters relationships with resident companies, and enhances activities in cultural and arts education. 

Responsibilities & Duties include (but are not limited to): 

Financial 

  • Maintain and regularly update financial records utilizing computerized accounting software (Quickbooks online). 
  • Prepare monthly financial statements and all required reports on specified dates, including but not limited to, Balance Sheets, Monthly Profit and Loss Statements, YTD P&L, Budget and Cash reports. 
  • Maintain all banking information, credit, petty cash and other accounts for The Egg. ● Work with the General Manager to settle all rental and Egg Presents performances (about 170-200 shows per year). 
  • Work with the Executive Director to prepare the annual budget. 
  • Work closely with the Executive Director and General Manager on financial projections and reporting. 
  • Prepare and maintain all transactions involving Operating and Box Office banking accounts. 
  • Execute all invoicing and billing for The Egg, including purchase order requests, warrant transactions, approve payables in tandem with the Executive Director and General Manager. 
  • Work with the Executive Director and Box Office Manager to ensure efficient and thorough implementation of all business transactions. 
  • Schedule and work with Independent auditors for annual audit.
  • Perform any fiscal duties on behalf of the company when requested by the Board of Directors or Executive Director. 
  • Generate and review monthly profit and loss statements 
  • Work with General Manager to complete all Government Reporting requirements ● Maintain and fulfill all requirements as they pertain to the MWBE Development program, including quarterly and annual reports. 

Payroll/Personnel 

  • Perform and maintain payroll operations and act as liaison with payroll services. ● Maintain and protect all employee records concerning time accruals 
  • Maintain and protect all company personnel files, including paperwork for new hires, terminations, unemployment claims. 
  • Audit all time sheets as presented by each department. 
  • Maintain personnel records concerning time sheets, vacation, and compensatory time, sick and personal credits. 
  • Administer and act as liaison with all benefit programs: health, dental, vision, retirement, etc. 

Box Office 

  • Audit and verify all box office reports, including daily reports, settlements and billing. ● Reconcile all box office accounts. 
  • Work with the Box Office Manager to maintain good and proper running of the box office operations. 
  • Work with Box Office Manager to manage, maintain and update databases and reports. 

The Finance Manager reports directly to the Executive Director and works closely with the General Manager and Box Office Manager. 

The Finance Manager is expected to be an individual who is knowledgeable in all aspects of financial management of arts oriented not-for-profit organizations and be thoroughly familiar with accounting and box office procedures and their related computer systems. The Finance Manager must work well with the multitude of organizations that utilize the Center’s facilities as well as the general public. Because of the nature of the performing arts and corporate use of the facilities, the position requires weekend and evening work as well as occasional early morning schedules. 

Qualities Desired: 

  • Attention to detail and accuracy in record-keeping 
  • Excellent organizational skills and ability to manage deadlines 
  • Experience with Quickbooks Online 
  • Experience working with Govt reporting 
  • Experience working in the music industry / performing arts industry 
  • Strong communication skills – via email, phone, and in person 
  • Proficiency with Google Suite, Google Calendar, Microsoft Office, email ● Proven experience as a bookkeeper or in a similar role 
  • Solid understanding of basic bookkeeping and accounting principles 

Schedule: This is a Full-Time position with full benefits including health insurance and pension options. Must be located in Albany or in close proximity to Albany. This role offers the ability to work from home when not needed on site. 

To Apply 

  • Submit Resume, Cover Letter, and references to jobs@theegg.org by August 14, 2024. ● For any questions, please contact The Egg at this email address: jobs@theegg.org
Administrative Coordinator

Job Title: Administrative Coordinator
Supervisor: Executive Director
Status: Full-Time, Exempt
Expected Salary Range: $40,000-$45,000
Ideal Start Date: September 16, 2024 

Job Description: 

The Administrative Coordinator is a new position at The Egg, a unique performing arts venue in Downtown Albany, NY. Reporting directly to the Executive Director, and working closely with the General Manager and Finance Department, this position is responsible for supporting the administrative workings of The Egg. 

Expectations: 

The Egg seeks someone who is extremely detail oriented, highly organized, and skilled at navigating multiple projects. The ideal candidate will have strong communication and organizational abilities, strategic thinking, and a flexible, can-do attitude in order to utilize and grow the variety of tools at their disposal. 

About The Egg 

The Egg, which houses a 980-seat and a 440-seat theater, is owned by the State of New York and managed by the not-for-profit Nelson A. Rockefeller “Empire State Plaza Performing Arts Center Corporation”. Through partnerships and collaborations with the community and promoters, The Egg presents performances, spotlights emerging artists, fosters relationships with resident companies, and enhances activities in cultural and arts education. 

Responsibilities and duties include, but are not limited to: 

Contract Administration 

  • Take ownership of all contract processing for both “Egg Presents” Artist contracts and Rental contracts 
  • Gather all necessary details to generate a contract, after an Event/Artist is confirmed ● Issue contract to appropriate party (Renter, Promoter, Artist, etc) in a timely manner ● Track contract process from generation to full execution, following up with parties as necessary 
  • Responsible for having all documents filed digitally for every rental and performance o Fully Executed contract, COI, Deposit and payment information, etc 
  • Works closely with Finance Department, as it relates to Audit and Payment processing ● Manages initial contract amendments, working with Executive Director through negotiations 
  • Responsible for any contracts that come via mail/fax 

Executive Support 

  • Provide high level support to the Executive Director on all administrative work ● Coordinate and manage Executive Director’s calendar and internal staff meetings, including scheduling, note-taking, and follow-up as necessary 
  • Support “Egg Presents” Advance and Settlement processes 
  • Manage and create documents linking multiple internal departments as projects arise ● Manage Organization Timeline, Org Chart, and Staff Planning
  • Provide administrative support to Executive Director with Board communications / meeting planning / note taking 
  • Create presentation documents for Executive Director related to strategic planning and budget development 
  • Provide additional leadership support by managing schedules and email exchanges for Executive Director 
  • Track and apply for various grant and funding opportunities as advised by Executive Director and Development 

Artistic Programming 

  • Work with Executive Director on Artistic Planning, including drafting offer letters, tracking season schedules, and corresponding with agents/managers 

Office/Finance 

  • Handle all aspects of mailing for The Egg, including pickup, drop off, metering, recording, and ordering postage 
  • Responsible for daily operation and maintenance of office equipment and supplies ● Work closely with the Finance Department as it pertains to financial processes and recordkeeping 
  • Screen and prioritize incoming calls, emails, and mail 
  • Handle confidential and sensitive information with discretion and professionalism ● Serve as liaison between the Executive and various departments within the organization 

Qualities Desired: 

  • Attention to detail in all activities 
  • Highly organized and capable of managing competing priorities 
  • Experience working in the music industry / performing arts industry 
  • Positive forward thinking attitude 
  • Dependable and consistent 
  • Strong communication skills- via email, phone, and in person 
  • Flexible and able to adapt to a variety of professional and interpersonal situations ● Resourceful and capable of problem-solving in tactful and creative ways ● Proficient with Google Suite, Google Calendar, Adobe Acrobat, Microsoft Office, email 

Schedule: This is a Full Time position with full benefits including health insurance and pension options. Will vary depending on performance and activity of the venue. Will include nights and weekends. Must be located in Albany or in close proximity to Albany. This role offers the ability to work from home when not needed on site. 

To Apply 

  • Submit Resume, Cover Letter, and references to jobs@theegg.org by August 14, 2024. ● For any questions, please contact The Egg at this email address: jobs@theegg.org