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