Assistant Director, UOAA Business Management

Department: External Relations Administrative Services
Appointment Type and Duration: Regular, Ongoing
Salary: $80,000 - $93,600/year
Compensation Band: OS-OA08-Fiscal Year 2024-2025
FTE: 1.0

Application Review Begins

December 27, 2024; Position open until filled

Special Instructions to Applicants

Please submit the following with your online application:
A cover letter in which you clearly describe how your knowledge, skills, and abilities prepare you for the job responsibilities and requirements outlined in the job announcement.
A resume of your educational and professional work experience.

Please Note: We may contact applicants who meet the minimum requirements in the job posting to request additional information for the next stage of review.

Department Summary

Administrative Services oversees multiple business hubs and Shared Service organizations throughout the University. Located within the Finance and Administration portfolio, the objective of the division is to provide efficient, strategic and specialized administrative services to support the missions of various departments, schools and colleges at the University of Oregon. Administrative Services focuses on department-specific budget, finance, payroll, human resource and procure to pay functions. Administrative Services is a metric driven, people first administrative team that strives to create efficient, effective and sustainable administrative support structures across campus.

External Relations Administrative Services (ERAS) is a sophisticated shared services unit with the Administrative Services Portfolio. ERAS provides essential services to promote the university’s priorities and operates within a framework of efficient business practices. All ERAS professionals serve in partnership with multiple complex divisions across the University community. The units supported by ERAS constitute a complex business enterprise consisting of more than 200 employees and a total budget in excess of more than $25 million. The units supported by ERAS involve multiple entities and revenue sources and often require board and volunteer buy-in from the University of Oregon Foundation (UOF) and UOAA.

Position Summary

The Assistant Director, UOAA Business Management (Assistant Director) plays a pivotal role within the University of Oregon for the University of Oregon Alumni Association (UOAA), a distinct legal entity registered as a 501(c)(3) that operates autonomously from the University of Oregon. Serving as a vital liaison, this position fosters seamless collaboration between the UOAA and the university. Reporting directly to the Director of Compliance and UOAA Business Management, the Assistant Director manages the day-to-day UOAA portfolios ranging from $100k to $22M, inclusive of 60+ external association and chapter accounts. The Assistant Director plays a vital role in the day-to-day management of accounting cycles for the organization by overseeing all activities involved in maintaining the general ledger, revenue recognition, expenditures, assets, and liabilities.

This role entails frequent independent decision-making in alignment with senior management directives. Upholding guidelines and procedures established by the Director of Compliance and UOAA Business Management, the Association’s Board and Bylaws, University policy, State and Federal regulations, and Data Use and Service agreements between the University and UOAA is paramount. The Assistant Director interfaces regularly with the UOAA’s board budget and finance committee and liaises with external state and federal agencies on behalf of the director. This role will supervise the accounting and gift/membership processing team and management of staff completing the processes and tasks required to ensure timely, successful completion of month-end close, completeness and accuracy of financial reports, and adherence to procedures and internal controls, among other duties. This role will be the final organizational approver of all financial transactions and entries in the financial system.

Operating within a sophisticated accounting framework encompassing a service center, two separate 501c3s (UOAA and UOF), and numerous accounting indices, the manager ensures adherence to UOAA and university accounting policies and regulations, GAAP, and grant support functions. Additionally, the manager serves as a principal liaison to the UOF finance, gift processing, and membership processing teams.

The Assistant Director delivers comprehensive budgetary reporting and analysis for supported units throughout the organization and actively participates in various university, UOAA, and UOF groups an