Assistant Director of Finance & Operations, Alumni Engagement/WMAA

Job Requisition: JR100837 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: William & Mary Primary Job Posting Location: William & Mary Job Description Summary: The Office of University Advancement creates the conditions for opportunity human, financial & experiential by garnering and stewarding the resources that advance William & Mary. 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. One of the universitys core values is belonging, and the Assistant Director will help foster a community that embraces diverse people and perspectives. The Assistant Director will be a proactive and collaborative member of this dynamic team as William & Mary builds on its success through its strategic plan, Vision 2026, and continues planning for its next campaign. 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. Please review the full position description with all job duties under the Featured Job Opportunities on the University Advancement recruitment website: https://advancement.wm.edu/come-work-with-us/open-positions/index.php. Job Description: Salary: Up to $57,500, commensurate with experience Required Qualifications: Bachelors degree. 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: Bachelors 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 is an exempt position, not eligible to receive overtime in accordance with the Fair Labor Standards Act. 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: Financial Operations - 40%: 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 the WMAA and 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. Departmental Training and Project Management - 25%: 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. Process Gifts and Donations - 25%: 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. Finance & Operations Office Management - 10%: 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: Performs work requiring analysis of data and application of applicable professional principles and standards. Applies knowledge of accounting functions or principles, general business practices, collection procedures, and/or applicable computer systems. Requires knowledge of state and federal laws, rules, and regulations. Demonstrated ability to research, investigate, analyze, reconcile, and evaluate data. Interacts frequently with internal and external customers using both verbal and written communication skills to discuss financial processes or issues. Job Profile: JP0127 - Financial Specialist I - Exempt - Salary - S08 Qualifications: BA Compensation Grade: S08 Recruiting Start Date: 2025-09-16 Review Date: 2025-10-07 Position Restrictions: Continuing E&G funded position and not term-limited EEO is the Law. Applicants can learn more about William & Marys status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal William & Mary and the Virginia Institute of Marine Science (VIMS) are vibrant, innovative and engaged communities and we are delighted about your interest in a career with us.