Job Requisition

JR Assistant Director of Finance & Operations, Alumni Engagement/WMAA (Open)

Job Posting Title

Assistant Director of Finance & Operations, Alumni Engagement/WMAA

Department

CC00262 WM001 | WMUA | Finance & Administration

Job Family

Staff - Fiscal Administration

Worker Sub-Type

Regular (benefited)

Job Requisition Primary Location

Alumni House

Primary Job Posting Location

Posting Location - William & Mary

Job Description Summary

We create the conditions for opportunity – human, financial, & experiential – by garnering and stewarding the resources that advance William & Mary.

Job Description

The Assistant Director of Finance & Operations, Alumni Engagement/WMAA (Assistant Director) is an integral member of the Alumni Engagement team in support of the W&M Alumni Association business operations in the Office of University Advancement at William & Mary.

The Assistant Director reports to the Director of Budget & Finance and is responsible for overseeing key business functions that support the operations of the W&M Alumni Association. Key responsibilities and duties include:

Overseeing appropriate depositing and reporting of revenue and gifts; managing endowment drawdowns, reporting, and reconciliation.
Day-to-day financial operations, including but not limited to invoice processing, bank deposits, expense report processing, check generation, and general ledger/journal entries.
Accurate and timely financial record-keeping.
Business/purchase order workflow and approval oversight.
Fixed assets management and inventory in collaboration with Alumni Engagement facilities staff.
Training staff on WMAA business operations, including standard operating procedures and related operations software systems.
Creating and maintaining standard operating procedures and resource manuals for WMAA staff.

The Assistant Director will help foster a culture of belonging that embraces all people and perspectives. This is a hybrid position based in Williamsburg, VA, that offers a flexible work environment.

This position is based in Williamsburg and is expected to work in the office on campus, eligible to work remotely up to two days per week. This position is classified as professional, meaning it is salaried and exempt from overtime. For benefits and leave purposes, this role falls under the “12‑month Professionals & Faculty” classification on the HR website.

Learn more and download the position description on the University Advancement recruitment website:

Salary

Salary: to $52,500-57,500, commensurate with experience and internal alignment.

Required Qualifications

Bachelor’s degree or an equivalent combination of education, experience, and training.
Experience with business office management procedures and practices.
Experience with financial accounting or bookkeeping in accounts payable and receivables and reconciling data. (Typically 3+ years)
Proficiency in the Microsoft Office Suite and familiarity with an automatic accounting system and databases.
Excellent oral and written communication skills, with the ability to communicate effectively, using discretion and tact in all interactions.

Preferred Qualifications

Bachelor’s degree in Accounting, Finance, or Business Administration.
Knowledge of Workday module or Sage Intacct software.
Knowledge of Blackbaud Customer Relationship Management (CRM) platform or similar CRMs.
Experience using an automatic accounting software program (Typically, 3+ years).
Familiarity with nonprofit operations and/or the Commonwealth of VA policies and procedures.
Experience in higher education and/or nonprofit engagement.

Conditions of Employment

This position is subject to extended working hours during periods of peak business operations, including but not limited to fiscal year end and audit planning and fieldwork.

Job Duties

40% - Financial Operations

Oversee accounts payable and accounts receivable for WMAA.
Process accounts payable transactions in compliance with financial policies; verify, classify and record accounts payable data into accounting system; coordinate monthly credit card reconciliation process with departmental credit card holders; generate invoices on behalf of team.
Manage reconciliation and reporting of all revenue producing activity for theWMAAand post to the general ledger, including gift shop sales, event registrations, Alumni House rentals, commissions, and Alumni House tailgates.
Partner with Alumni Engagement facilities staff to maintain fixed assets documentation.

25% - Departmental Training and Project Management

Create and maintain departmental standard operating procedures for financial operations.
Train new staff on Alumni Engagement operations systems during onboarding; provide office hours for current staff.
Partner with team leads on budgets for non-capital-level projects, initiatives, and events.
Curate finance and operations resource repository for staff.

25% - Process Gifts and Donations

Maintain Alumni Association digitized donor files, digitized donations, sponsorships and charitable giving files.
Process donations/sponsorships and provide digital copies to the Office of Gift Accounting and reconcile donor reports with Association records.

10% - Finance & Operations Office Management

Oversee VA/federal tax and registration to solicit payments, submissions, and documentation.
Manage W9s, 1099s, and other financial documents as needed.
Serve as PCI Merchant Manager for WMAA.

Additional Job Description

Job Profile

JP0127 - Financial Specialist I - Exempt - Salary - S08

Qualifications

Compensation Grade

S08

Recruiting Start Date

Position Restrictions

Continuing E&G funded position and not term-limited

EEO is the Law. Applicants can learn more about William & Mary's status as an equal opportunity employer by viewing the “Know Your Rights” poster published by the U.S. Equal Employment Opportunity Commission.

Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.

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