Associate Director, Advancement Administration & Finance

UMass Med School; Worcester (MA); On-site; USD 55,000 - 68,000; Full time

Job summary

UMass Med School in Worcester, MA, seeks an Associate Director for Advancement Administration & Finance to manage daily operations, budgets, HR activities, purchasing, and contracts. The role involves overseeing gift processing, financial records, and reporting for audits, ensuring efficient, compliant processes across the department.

The successful candidate will lead administrative workflows, streamline ordering, manage staff onboarding/terminations, and maintain critical relationships with

Qualifications

• Bachelor's degree in a relevant field.
• 2 years of budgeting, accounting, administrative, or related experience.
• Strong oral and writing skills.
• Teamwork in a fast-paced environment.
• Attention to detail and organizational excellence.
• Proficiency in Microsoft Office applications and databases.

Responsibilities

• Reconcile fundraising totals and finance deposits via financial reporting.
• Prepare and distribute budget reports.
• Supervise dispersion of funds among Advancement budgets.
• Process journal entries and assist in month-end close.

Skills

Budgeting

Accounting

Administrative experience

Oral and written communication

Team player

Organizational skills

Microsoft Office

CRM software

Education

Bachelor's degree

Tools

Microsoft Office

Salesforce CRM

Job description

Associate Director, Advancement Administration & Finance

Job Location: US-MA-Worcester

Posted Date: 1 day ago (9/28/2026 10:00 AM)

Requisition Number: 2026-51966

# of Openings: 1

Posted Date: Day

Shift: Exempt

Exempt/Non-Exempt Status: Non Union Position -W60- Non Unit Professional

Union Code: Non Union Position - Non Unit Professional (W60)

Position Type: Full-Time

Min: USD $55,000.00/Yr.

Max: USD $68,000.00/Yr.

Overview

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