Associate Director, Advancement Administration

3 weeks ago

Shrewsbury, United States InsideHigherEd Full time
OverviewGENERAL 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.

ResponsibilitiesMAJOR 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.
  • 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.
QualificationsREQUIRED 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

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