Associate Director, Advancement Administration & Finance

UMass Chan Medical School; Worcester (MA); Hybrid; USD 55,000 - 68,000; Full time

Job summary

UMass Chan Medical School is seeking an Associate Director to oversee Advancement Administration and Finance in a hybrid Worcester, MA environment. The role manages day-to-day operations, including budgeting, financial records, HR activities, purchasing, and contracts to support the department's goals.

The position requires a Bachelor's degree with 2+ years of budgeting, accounting, or administrative experience.

Qualifications

• Bachelor's degree required.
• 2 years of budgeting, accounting, administrative, or related experience.
• Strong oral and written communication skills.
• Works well as a member of a fast-paced team.
• Excellent attention to detail and self-initiative.
• Proficiency with Microsoft Office and databases.

Responsibilities

• Manage day-to-day operations of the department.
• Coordinate budgetary processes and financial records.
• Oversee HR activities, purchasing, contracts, facilities, and asset planning.
• Prepare and reconcile financial reports for audits and compliance.
• Support gift processing and CRM data updates as needed.
• Maintain personnel files and process timesheets for staff.

Skills

Strong oral and writing skills

Team player

Attention to detail

Organizational skills

Education

Bachelor's degree

Tools

Microsoft Office

Databases

Job description

Associate Director, Advancement Administration & Finance

Job Number: 2026-51966

Category: Advancement

Location: Worcester, MA

Shift: Day

Exempt/Non-Exempt: Exempt

Business Unit: UMass Chan Medical School

Department: Adv-Central Admin/Operations

Job Type: Full-Time

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

Num. Openings: 1

Post Date: Sept. 28, 2026

Work Location: Hybrid

Salary Minimum: USD $55,000.00/Yr.

Salary Maximum: USD $68,000.00/Yr.

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.

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

Posting Disclaimer:

This job posting outlines the primary responsibilities and qualifications for the role but is not intended to be an exhaustive list. Duties and expectations may evolve in response to the needs of the department and the broader institution.

In alignment with our commitment to pay transparency, the base salary range for this position is listed above (exclusive of benefits and retirement). At UMass Chan Medical School, final base salary offers are determined based on a combination of factors, including your skills, education, and relevant experience. We also consider internal equity to ensure fair and consistent compensation across our teams.

Please note that the range provided reflects the full base salary range for this position. Offers are typically made within the midrange to allow for future growth and development within the role.

• In addition to base pay, UMass Chan offers a comprehensive Total Rewards package, which includes paid time off, medical, dental, and vision coverage, and participation in a 401(a)-retirement plan, with the option to contribute to a voluntary 403(b) plan.

UMass Chan welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.