Assistant Director of Advancement Operations

Posting Details

Position Information

Position Title

Assistant Director of Advancement Operations

Position Type

Regular

Job Number

SA44524

Full or Part Time

full-time 40 hours weekly

Fair Labor Standard Act Classification

Exempt

Anticipated Pay Range

$75,000-$83,000

Pay Range Information

Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary

Reporting to the Assistant Vice President of Advancement Operations (the AVP ), the Assistant Director of Advancement Operations oversees the daily operations of University Advancement’s financial, budgetary and contractual affairs. This position manages a team of Advancement Operations Specialists and monitors the financial expense administration of University Advancement including, but not limited to: budget management; the overall month-end close process; transfers, journal entries, and expenditure corrections; review and approval of purchase orders and expenses to specified levels; and vendor contracts for compliance with fiscal policy and processing. This role also collaborates with Financial Services and the Budget Office on monthly and annual reconciliations and reports. The Assistant Director assists with the development of annual operating budgets, assessing monthly and annual budgetary needs. Provide support to Assistant Vice President and under their direction, the Associate Director leads the Advancement Operations staff on operational matters, as appropriate.

Responsibilities

Financial Operations

• In consultation with the AVP, support budget managers on best practices for utilizing resources to meet the division’s goals. Provide guidance and instruction on expense tracking and budget management.
• Oversee and reconcile operating budgets and expense activities for UA departments. Review with unit budget manager to avoid or resolve variances. Work with Financial Services and Budget Office to transfer budgets as needed.
• Analyze and approve purchasing and expense requests in accordance with fiscal policy and restricted fund guidelines for legitimacy, accuracy, completeness, and resolve as appropriate. Approval authority up to $5,000.
• Oversee University-guided Financial Services transactions, including cost transfers, journal entries, and expenditure corrections.
• Lead the monthly and annual fiscal close process for University Advancement. Develop communications and practices as necessary to ensure smooth, timely month-end and fiscal year close processes.
• Prepare monthly, year-end, and metrics and projection reports to include potential variances and ensure budget targets are met. Analyze reports and make recommendations for improving budgeting and fiscal management practices in UA.
• Provide guidance to department heads and staff on the analyses and preparation of annual operating and event budgets.
• Monitor the student salary budget and expenses for all UA departments. Review with budget managers to avoid or resolve variances and complete necessary transfers.
• Serve as liaison between the Budget Office, Financial Services (including Purchasing) relating to compliance with regulations and fiscal policy.
• Maintain working knowledge of the financial reporting system and fiscal policy.

Administrative Operations

• Serve as main source of information for administrative and financial processes, policies and procedures, including but not limited to instructions on how to utilize PeopleSoft Finance and Concur, financial policies and procedures, deadlines, and budget management.
• Advise the AVP on ongoing operations process workflows and improvements.
• Manage onboarding/offboarding procedures for all UA hires/separations to ensure a seamless transition and direct the Administrative Operations Coordinator in completing tasks, as necessary.
• Manage the review of vendor contract supporting documentation to ensure it meets standards for fiscal compliance, legitimacy, accuracy and completeness.
• Manage the University’s ongoing state solicitation process to remain compliant with each state’s regulations.
• Update and maintain PeopleSoft chartfield and OfficeSolutions access for University Advancement.

Leadership/Management

• Hire, supervise, train, and provide performance feedback to Advancement Operations Specialists. Provide guidance and ensure their professional development.
• Ensure the Advancement Operations Specialists understand and comply with relevant laws, regulations, and University policies related to philanthropy, fiscal operations, privacy, and other related areas of compliance.
• Hire, train, and supervise student worker(s), as appropriate.
• Perform special projects, as assigned by the AVP .
• Remain informed of trends and best practices related to financial and budgetary administration and administrative operations in an advancement organization.

Required Qualifications

• Bachelor’s degree or equivalent education with a minimum of 2 years of budget management, accounting, and/or fiscal reconciliation experience.
• Proven experience in all phases of the budgetary process, including experience with the development of an annual budget.
• Minimum of 2 years’ experience in providing basic accounting support, including monitoring budgets and expenses for multiple departments.
• Experience advising departmental leadership on budgetary matters.
• Skill with math and an understanding of the sources and relationship of data.
• Proficient in M/S Office, including Outlook, Word, and Excel.
• Strong technical skills to learn and use enterprise systems and applications needed for this position, including PeopleSoft and Concur
• Experience in interpretation, application, and compliance with financial policies and regulations and training others in compliance matters.
• Experience developing and training others on processes and policies that support department operations.
• Strong organizational and time management skills, with the ability to prioritize duties when faced with interruptions, distractions, and fluctuating workload and carry them out in a time manner to meet deadlines.
• Ability to work independently, prioritize, be flexible and work collaboratively with others to promote team building and development.
• Strong communications skills to respond to budget and expense related questions, convey accurate information in a professional manner.
• Ability to use tact and diplomacy, maintain a high level of confidentiality at all times; demonstrates excellent judgment.
• Strong analytical skills to analyze correspondence, reports and spreadsheets, and resolve discrepancies.
• Ability to exhibit professionalism in all interactions.
• Proven ability to evaluate data, assess alternatives, and formulate logical and sound decisions and/or recommendations.
• Excellent interpersonal skills with the ability to interact with a diverse group of individuals at all organizational levels, inside and outside the University.

Desired Qualifications

Special Instructions to Applicants

Chapman University is an equal opportunity employer committed to fostering a diverse and inclusive academic global community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

The University is committed to achieving a diverse faculty and staff and encourages members of underrepresented groups to apply. More information on diversity and inclusion at Chapman University can be found at www.chapman.edu/diversity.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References

Maximum Number of References

Pre-screening Questions

Required fields are indicated with an asterisk (*).

Applicant Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Letter of Recommendation 1
2. Letter of Recommendation 2