Associate Director, Advancement Administration & Finance (2026-51966)

University of Massachusetts Medical School; Worcester, Northern (MA, KY); Hybrid; USD 85,000 - 115,000; Full time

Job summary

UMass Chan Medical School seeks an Associate Director to manage day-to-day department operations, budgeting, accounting, HR, procurement, and contracts. You will prepare budget reports and support audits while coordinating with facilities on space moves and asset management.

The role requires strong organizational skills, effective communication, and the ability to work in a fast-paced environment. Experience with Salesforce data support is a plus, and you will contribute to the department’s

Qualifications

• 2 years budgeting, accounting, or related experience.
• Strong oral and written communication skills.
• Team player in a fast-paced environment.
• Self-starter with strong organizational skills.
• Proficiency with Microsoft Office and databases.

Responsibilities

• Oversee day-to-day operations of the department.
• Manage budgeting, accounting, HR, purchasing, and contracts.
• Prepare budget reports and assist in financial audits.
• Support Salesforce data entry and reporting as needed.
• Coordinate with facilities on space moves and asset management.

Skills

Budgeting

Accounting

Administrative

Strong writing

Team player

Self-starter

MS Office

Tools

Databases

Microsoft Office

Job description

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When you join the UMass Chan Medical School team, you join us in advancing together to improve the health and well-being of our diverse communities throughout Massachusetts and across the US and the world.Together, we lead in education, research, health care delivery, and public service. Your life’s work is more than a career. It’s an expression of your passion, intellect, skill, and drive.UMass Chan's commitment to excellence, innovation, competitive benefits, and work-life integration will allow you to build a professionally rewarding career as we work together to better or improve the health of people around the globe.

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.
• Process timesheets for temporary staff and additional compensation forms for department staff
• 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:

• 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
• 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.