Assistant Director, Fund Administration and Reporting

U.S. Naval Academy Foundation; Annapolis (MD); On-site; USD 67,000 - 84,000; Full time

Job summary

USNA Alumni Association and Foundation in Annapolis, MD seeks an Assistant Director, Fund Administration and Reporting to oversee fund coding, reporting, and utilization in alignment with donor intent.

You will partner with Treasury, Development, and Yard leadership to ensure transparency and stewardship across campaigns.

Qualifications

• Bachelor's degree or equivalent experience in nonprofit management, finance, business administration, or related field.
• Minimum of 3 years of nonprofit fund management, finance, advancement operations, or data/reporting experience.
• Strong analytical, project management, and problem-solving skills.
• Excellent written and verbal communication abilities.
• Experience with fundraising databases (Blackbaud CRM preferred) and Microsoft Office 365.
• Commitment to accuracy, integrity, and professional growth.
• Understanding of CASE and higher education philanthropy standards preferred.

Responsibilities

• Collaborate with STAR leadership and Treasury to document and maintain fund management policies and reporting protocols.
• Develop and maintain a standardized fund categorization and coding system aligned with priorities and standards.
• Oversee the fund and designation inventory in the CRM for accuracy and documentation.
• Review gift agreements with the Regional Development and Donor Experience teams to ensure compliance with fund administration standards.
• Coordinate fund activation/inactivation processes and communicate changes across systems.
• Liaise with the Yard Comptroller's Office on fund categories, spending policies, and reporting requirements.
• Generate recurring and ad hoc reports on fund balances and cash flow.
• Monitor pledge balances and cash flow projections; advise on adjustments as needed.
• Prepare dashboards and analytics for internal reviews with Foundation and Yard leadership.
• Partner with Development and Donor Relations for accurate stewardship reports.
• Oversee designation data accuracy within the CRM and participate in data governance.

Skills

Analytical thinking

Project management

Communication

Education

Bachelor's degree or equivalent

Tools

Blackbaud CRM

Microsoft Office 365

Job description

The Strategy, Analytics, and Reporting (STAR) team drives strategic fundraising, engagement and operational insight for the U.S. Naval Academy Alumni Association and Foundation (USNAAA&F). Our vision is to serve as trusted collaborators and innovators in advancing the Foundation's mission and supporting the Strategic Plan 2030 for the Naval Academy and the Brigade of Midshipmen.

The Assistant Director, Fund Administration and Reporting play a key role in ensuring that philanthropic funds are properly categorized, managed, and reported to internal and external stakeholders. This position provides oversight of fund coding and reporting, helping ensure that each fund is used in accordance with its intended purpose and donor intent. The role also partners closely with Treasury, Development, and Yard leadership to support responsible fund utilization, transparency, and stewardship.

This position sits within a collaborative, mission-driven, and data-informed environment, where team members are committed to excellence, integrity, and innovation.

This position pays a competitive salary commensurate with experience and is also eligible for an annual performance-based bonus, when applicable. You would also be eligible for a generous benefits plan which includes medical, dental, vision, an FSA, an HSA, a fully-vested 403(b) retirement plan with employer matching, 22 days of accrued paid time off (PTO) per fiscal year, 14 paid holidays per calendar year, group life insurance, short-term & long-term disability, identity theft protection, and annual opportunities for professional development. Although not guaranteed, certain additional benefits may be offered through the Naval Academy, such as use of certain recreational facilities (including the Brigade Sports Complex gym, marina and indoor/outdoor pools), as well as category II eligibility for employee children to apply to the Naval Academy Primary School.

The exempt position of Assistant Director, Fund Administration and Reporting has an annual salary range of $66,912 - $83,640.

Our mission requires that we hire and retain the best of the best. To do that, we offer competitive pay, generous benefits, opportunities for career development, and a positive work experience.

This position is based in historic Annapolis at our current offices in the Fluegel Alumni Center, located overlooking the Severn River on the beautiful grounds of the U.S. Naval Academy.

ABOUT THE UNITED STATES NAVAL ACADEMY (USNA) ALUMNI ASSOCIATION AND FOUNDATION

The United States Naval Academy Alumni Association and the United States Naval Academy Foundation are two independent, not-for-profit corporations sharing a single president and CEO and operating as a fully integrated organization in support of the Naval Academy and its mission. The organization's focus and core competencies are engagement and philanthropy in pursuit of complementary and closely aligned missions.

Our Mission

We connect and support our alumni and the U.S. Naval Academy community so that the Brigade and alumni lead and serve at their full potential for the good of the nation.

Key Responsibilities

Fund Administration and Oversight

• Collaborate with STAR leadership and Treasury to document and maintain fund management policies and reporting protocols.
• Develop and maintain a standardized system for fund categorization and coding aligned with campaign priorities, VSE standards, and the Naval Academy's Strategic Plan 2030.
• Oversee the fund and designation inventory in the CRM, ensuring accuracy in fund status, purpose, spending availability, and supporting documentation.
• Work with the Regional Development team and Donor Experience and Strategy team to review and edit gift agreements for major and leadership gifts ensuring the gift agreement conforms to our fund administration standards.
• Coordinate fund activation and inactivation processes, ensuring that changes are reflected across systems and communicated to relevant teams.
• Serve as liaison with the Yard Comptroller's Office to ensure alignment on fund categories, spending policies, and reporting requirements.

Fund Reporting and Analysis

• Generate recurring and ad hoc reports on fund balances, cash flow, and utilization by priority and department.
• Monitor pledge balances and projected cash flow to assess funding sufficiency and recommend actions when adjustments are needed.
• Prepare dashboards and analytics for internal review meetings with Foundation and Yard leadership.
• Partner with Development and Donor Relations to ensure accurate and timely stewardship reports.

Data Administration and Collaboration

• Oversee the accuracy of designation data within the CRM, ensuring complete and accurate fund documentation.
• Participate in data governance initiatives to strengthen enterprise-wide reporting and decision-making.

Qualifications

• Bachelor's degree or equivalent experience in nonprofit management, finance, business administration, or a related field.
• Minimum of 3 years of experience in nonprofit fund management, finance, advancement operations, or data/reporting.
• Strong analytical, project management, and problem-solving skills.
• Excellent written and verbal communication abilities.
• Demonstrated experience with fundraising databases (Blackbaud CRM preferred) and Microsoft Office 365 tools.
• Commitment to accuracy, integrity, and professional growth.
• Understanding of CASE and higher education philanthropy standards preferred.

The USNA Alumni Association and Foundation is an Equal Opportunity Employer

Veterans encouraged to apply