Associate Director, Advancement Administration & Finance

Overview

GENERAL SUMMARY OF POSITION:

Under the general supervision of the Sr. Director of Advancement Administration and Finance or designee, the Associate Director manages the day-to-day operations, including organization, coordination, and management of all administrative and budgetary areas of the department. Performs a wide range of complex accounting functions involved in gift processing and the maintenance of financial records, departmental budgets, HR activities, purchasing, vendor contracts, facilities, and equipment planning.

Responsibilities

• MAJOR RESPONSIBILITIES: Works with financial reporting to reconcile fundraising totals and finance deposits.
• Assist in preparation and distribution of budget reports.
• Supervise dispersion of funds among Advancement budgets
• Process journal entries
• Coordinate submission and tracking of department contracts, invoices, bankcards and gift cards.
• Prepares reports for financial and compliance audits for finance department.
• Manage systems and processes to streamline ordering and requests, ensuring all areas are well stocked and maintained.
• Oversee routine services and service providers for the department.
• Manage and execute onboarding and terminating staff, including equipment orders and asset management.
• Maintain personnel files.
• Process timesheets for temporary staff and additional compensation forms for department staff
• Provide back-up gift processing support for department.
• Provides biographical data support in SalesForce CRM as needed.
• Coordinate space renovations and moves with facilities.
• Advise Advancement personnel on human resources, procurement and financial policy and procedures.
• Maintain an ongoing administrative relationship with appropriate UMass Chan departments.
• Responsible for issuing correspondence pertaining to departmental issues and projects.
• Evaluate and implement methods, procedures or develop alternative techniques for processing work or improving operating the efficiency/effectiveness of the department and ensure that proper procedures are followed.
• Coordinate special projects as assigned.
• Perform other duties as required.

Qualifications

• REQUIRED QUALIFICATIONS: Bachelor's degree
• 2 years of budgeting, accounting, administrative, or related experience
• Possesses strong oral and writing skills.
• Works well as member of a team in a fast-paced environment
• Superb attention to fine details
• Self-starter who needs minimal direct oversight and has strong organizational skills
• Proficiency in using Microsoft Office applications and databases

Responsibilities

• MAJOR RESPONSIBILITIES: Works with financial reporting to reconcile fundraising totals and finance deposits.
• Assist in preparation and distribution of budget reports.
• Supervise dispersion of funds among Advancement budgets
• Process journal entries
• Coordinate submission and tracking of department contracts, invoices, bankcards and gift cards.
• Prepares reports for financial and compliance audits for finance department.
• Manage systems and processes to streamline ordering and requests, ensuring all areas are well stocked and maintained.
• Oversee routine services and service providers for the department.
• Manage and execute onboarding and terminating staff, including equipment orders and asset management.
• Maintain personnel files.
• Process timesheets for temporary staff and additional compensation forms for department staff
• Provide back-up gift processing support for department.
• Provides biographical data support in SalesForce CRM as needed.
• Coordinate space renovations and moves with facilities.
• Advise Advancement personnel on human resources, procurement and financial policy and procedures.
• Maintain an ongoing administrative relationship with appropriate UMass Chan departments.
• Responsible for issuing correspondence pertaining to departmental issues and projects.
• Evaluate and implement methods, procedures or develop alternative techniques for processing work or improving operating the efficiency/effectiveness of the department and ensure that proper procedures are followed.
• Coordinate special projects as assigned.
• Perform other duties as required.

Qualifications

• REQUIRED QUALIFICATIONS: Bachelor's degree
• 2 years of budgeting, accounting, administrative, or related experience
• Possesses strong oral and writing skills.
• Works well as member of a team in a fast-paced environment
• Superb attention to fine details
• Self-starter who needs minimal direct oversight and has strong organizational skills
• Proficiency in using Microsoft Office applications and databases