Director, Financial and Administrative Services

Department

ARD Financial Operations & Facilities

About the Department

Alumni Relations and Development (ARD) engages alumni (~220k), current students, parents and friends of the University through intellectual, professional and social activities on campus, around the world and online. ARD raises $600 Million annually to support faculty and researchers, practitioners and patients, and students and programs across the University. Our work supports priorities in every division, school, department, and institute.

The Financial Operations and Facilities team is responsible for managing the finances and physical infrastructure of ARD. This team oversees budgeting, financial reporting, Unit forecast, procurement, and facilities management. This team plays a critical role in ensuring the efficient use of resources and maintaining a safe and functional work environment.

Job Summary

This role manages a team of professional staff within the University, primarily in the areas of financial, events, and support services management. Ensures compliance to the University's business plan by developing and implementing office procedures and policies.

Responsibilities

• Oversees financial operations processing for the Advancement division, ensuring departmental processes are consistent, efficient and equitable across Development, Experience, and Operations.
• Manages financial processing, including expense payment, analysis, reporting, and reconciliation for all Advancement departments, ensuring cost containment recommendations are shared with appropriate staff.
• Manages financial services and administrative staff through annual performance goals and supports growth through coaching, performance management, and collaboration on innovative initiatives.
• Analyzes financial processes and practices, providing recommendations to improve resource management across departments.
• Serves as the liaison between senior leadership in Advancement and ARD Financial Operations and University Procurement, ensuring compliance with University standards and procedures.
• Collaborates with the Budget Analyst to manage and monitor the distribution and tracking of departmental expense reports and budget projections.
• Centralizes and streamlines the process for reviewing and submitting all contracts within the Advancement division.
• Develops and implements policies and procedures for monitoring expenses using the General Expense Management System (GEMS).
• Partners with ARD Human Resources to manage HR processes such as recruitment, staffing, and personnel management within the Advancement division by overseeing the submission of job posting materials for HR, ensuring compliance with University hiring processes.
• Develops and maintains a consistent framework for the application, distribution, and monitoring of professional development funds across departments.
• Collaborates with ARD Human Resources and Learning and Engagement teams to support Advancement team alignment with implemented departmental and University-wide operational procedures.
• Manages and coordinates activities that create and recommend standardized onboarding practices for staff across departments.
• Collaborates with departments to enhance administrative operations and streamline processes across the division. Leads regular meetings with operational coordinators from each department to ensure consistency in practices and drive continuous improvement.
• Seeks opportunities for professional development that will enhance job performance including attending webinars, seminars, building networks within the University and with colleagues at peer institutions.
• Manages the daily operations of an organizational unit or assists with managing the daily operations of a larger organizational unit, primarily in the areas of financial, purchasing, grant, facilities, human resources and support services management. Ensures compliance of staff with organizational, University and other relevant policies and guidelines.
• Manages all financial activities, including financial analysis and reporting, budgeting, accounting, accounts receivable/payable, and procurement. Oversees facilities management, including renovations, moves, maintenance and ongoing facilities operations. Manages development of all contracts, including those with vendors and other institutions.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Certifications:

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