Associate Director, Advancement Administration & Finance

University of Massachusetts Medical School; Worcester (MA); On-site; USD 70,000 - 100,000; Full time

Job summary

University of Massachusetts Medical School seeks an Associate Director to oversee the day-to-day operations of the Advancement Administration and Finance department, including budgeting, accounting and HR activities, purchasing, vendor contracts, and facilities planning.

The role involves managing financial reporting, preparing budget reports, processing journal entries and supporting audits while ensuring efficient administrative workflows across the department.

Qualifications

• Bachelor's degree required.
• 2 years budgeting, accounting, or related experience.
• Strong written and verbal communication skills.
• Team player in a fast-paced environment.
• Proficiency with Microsoft Office and databases.

Responsibilities

• Reconcile fundraising totals with finance deposits.
• Prepare and distribute budget reports.
• Supervise dispersion of funds among departments.
• Process journal entries.
• Coordinate submission and tracking of contracts, invoices, bankcards and gift cards.
• Prepare reports for audits for finance department.
• Streamline ordering and asset management processes.
• Oversee routine services and service providers for the department.
• Manage onboarding and staff changes, including asset orders.
• Maintain personnel files.
• Process timesheets and compensation forms.
• Provide back-up gift processing support.
• Support Salesforce data as needed.
• Coordinate renovations and moves with facilities.
• Advise HR and procurement on policy and procedures.
• Maintain relationships with UMass Chan departments.
• Issue correspondence on departmental issues.
• Evaluate/improve procedures for efficiency.
• Coordinate special projects.
• Perform other duties as required.

Skills

Budget management

Financial reporting

Microsoft Office

Education

Bachelor's degree

Tools

Salesforce CRM

Job description

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