What are the responsibilities and job description for the Associate Director, Advancement Administration & Finance position at University of Massachusetts Medical School?
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.
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