Phillip and Patricia Frost Museum of Science

Controller

• Deliver timely reports and analyses on financial position, cash flow, revenues, admissions and other financial information.
• Prepare monthly financial reports for the Senior Vice President, Finance & Administration.
• Supervise the Accounting Manager and finance staff responsible for AP, AR, and cash handling.
• Coordinate with Tessitura/CRM team to ensure accurate revenue reporting and reconciliation.
• Review monthly general ledger reports to ensure accuracy and timeliness of data reporting.
• Work with department heads in preparing annual proposed budgets and consolidate into the master budget.
• Serve as lead liaison for external auditors and tax preparers.
• Ensure accurate recording of revenue, expenditures, and balance sheet activity.
• Manage all aspects of grant financial management, including budgets, receivables, expenditures, and reports.
• Collaborate with the Advancement Department to ensure accuracy of all donation recording and reporting.
• Coordinate with the Retail Department to ensure all retail transactions are accurately captured and reconciled.
• Monitor cash and prepare weekly cash flow projections for review by the Senior Vice President.
• Lead the month-end close process and ensure reconciliations are complete.
• Maintain compliance with GAAP and nonprofit accounting standards.
• Ensure payroll allocations are accurate and updated in coordination with People & Culture.
• Prepare annual federal indirect rate negotiation paperwork with the cognizant grant agency.
• Maintain business registrations, including SAM.gov, SunBiz, and charitable registration compliance.
• Prepare annual tangible tax returns and respond to U.S. Census Bureau requests.
• Create and maintain the accounting policies and procedures manual.

Accountant

• Reporting to the Accounting Manager
• Play a key role in month-end closing, audit preparation, and financial reporting accuracy
• Overseeing outstanding requisitions and purchase orders
• Reviewing and recording vendor invoices to ensure accurate and timely payments
• Processing vendor payments by check, wire or ACH payment
• Managing credit card purchases and payments
• Supervising the accounts payable functions of cash office associates
• Preparing annual 1099 forms
• Performing month-end and year-end close related to fixed assets

Senior Accountant, Accounts Payable

Manager

• Serve as a key member of Frost Sciences Advancement team and lead the cultivation of funding from foundation and government sources for the museum.
• Responsible for writing major grant applications, pre-award coordination, grant budget development, and support for staff in charge of grant-funded projects.
• Conduct general oversight of grant development, including prospect management and financial reporting.
• Identify, cultivate, and steward corporations, foundations, and government agencies to develop meaningful relationships.
• Research, identify, and recognize external opportunities that present viable funding opportunities.
• Oversee grant applications for all Frost Science departments and ensure compliance with grant agreements.
• Write and edit grant proposals/applications and coordinate intradepartmental efforts with grant submissions.
• Craft and execute plan to meet or exceed Frost Sciences foundation fundraising goals by securing funding.
• Collaborate with Frost Science departments to pursue programmatic and operational grant opportunities and ensure fulfillment of grant terms and reporting.
• Participate in all Advancement department efforts, including individual fundraising and event planning.

Manager of Grant Development – Full-Time

• Supervise a team of camp instructors and teaching aides, providing guidance and feedback to camp staff while maintaining a positive attitude.
• Act as a role model to camp instructors, teaching aides and volunteers.
• Complete scheduling of camp staff and respond to staff calling out as needed.
• Respond to issues that may arise with campers throughout the day, e.g. misbehavior, incidents or emergencies, filling out incident report forms and parent correspondence.
• Assist camp instructors and lead activities as needed in the delivery of interactive, science-based camp classes.
• Classes may be indoors or outdoors.
• Work with children aged 5-9 years old in a hands-on environment.
• Support with the general supervision of the camp, including classroom and behavior management.
• Facilitate the pre-planning and prep work regarding camp.
• Ensure supplies are ordered, properly organized, and on-hand for program delivery including hands-on elements and associated hand-outs or worksheets.
• Coordinate a comprehensive schedule of day-to-day activities for the duration of the nine weeks of summer camp.
• Demonstrate leadership to ensure safety of campers and maintain positive conduct among campers
• Prepare and organize supplies prior to the start of each week of camp.
• Support in maintaining the classroom and other museum spaces used during camp, always ensuring a safe and clean environment. This includes set up for activities/experiments, keeping tables and chairs organized, and clean-up of supplies and materials at the end of each activity and the end of the day.
• Supervise during morning drop-offs, lunch, and afternoon pick-ups.
• Dresses appropriately in the Frost Science uniform, including a provided Frost Science polo, solid-colored pants or long shorts (no jeans), and comfortable, slip-resistant closed-toe shoes.
• The Camp Curiosity Manager must attend orientation and training to review class curricula, safety policies and museum guidelines before camp commences.
• Ensure camp participants are supervised at all times during the program.
• Maintain daily contact with the Science Education Manager or other Manager on Duty.
• Performs other job-related duties as assigned.
• Adhere to the established policies and procedures of Frost Science.

Camp Curiosity Manager

Customer Support

• Answers inbound telephone calls, responds to guest & member emails, prepares any onsite collateral and performs general office and database duties to support the Guest Experience Department
• Assists with onsite sales and performs duties of Sales Ambassadors and Guest Ambassadors when required
• Follows all museum policies and procedures
• Answers inquiries from the public and our members in a professional and courteous manner; notes and delivers phone messages; tracks daily calls in a call log
• Processes ticketing and membership transactions in Tessitura; opens and closes a daily batch for financial transactions
• Troubleshoots web logins and assist members and guests with website navigation
• Answers Feedback, Info and Ticket Center emails in a timely manner and reports any relevant information/feedback to management
• Performs any administrative or clerical assignments needed for the day-to-day operations of the museum
• Keeps up to date with museum happenings and exhibitions as informed by the Marketing team
• Assists Guest Experiences staff at onsite and offsite events as needed
• Performs other duties as assigned

Customer Service Representative

Events

• Coordinate event logistics and act as a liaison between the Sales Department, client and other departments to ensure a successful event.
• Be the go-to contact person for internal and external collaborators for any event-related questions and queries.
• Ensure all details of event rentals are in the form of BEOs to provide timely information to other departments.
• Support Director of Event Sales and Operations in maintaining the institutional event calendar.
• Maintain consistent communication with vendors to assist in securing event logistics.
• Attend meetings with the museum's internal caterer.
• Conduct pre-post conference meetings with the client.
• Coordinate all aspects of events as assigned to include event agenda, audio-visual requirements, and group transportation.

Controller

Senior Accountant, Accounts Payable

Manager of Grant Development – Full-Time

Camp Curiosity Manager

Customer Service Representative

Event Operations Coordinator – Full-time