Job Purpose

Team oriented leader within Alumni Relations and Wayne State University Alumni Association (WSUAA), whose programming and process management contributes to the high-quality alumni experience and engagement operation. 

The associate director coordinates, advises, and administers budgets and expenditures for the Office of Alumni Relations and the WSUAA. Maintain fiscal integrity, compliance and proper stewarding of the financial resources allocated to Alumni Relations. Align business procedures and accounting practices with university and division business affairs policies and practices; and oversee their implementation by all units that rely on alumni funds. Oversee preservation, maintenance, and usage of the historic Tierney Alumni House. This position reports to the Associate Vice President, Advancement Communications & Engagement/Executive Director of WSUAA.

Essential Functions

(Essential functions are the primary duties/major job responsibilities that an employee must be able to perform, with or without reasonable accommodation. The essential functions are listed in order of importance.) 

Essential Functions % Time

Prepare, analyze, and reconcile financial transactions to verify accuracy and compliance with generally accepted accounting principles, university policies and departmental objectives. Identify and research discrepancies and request or prepare necessary corrections. Maintain account balances and track financial documents in process. 15%

Act as a leadership liaison to members of the WSU Alumni Association Board. Develop meeting agendas; attend WSUAA board meetings; and draft board communications at request of the Associate Vice President/Executive Director.  Serve as staff liaison for assigned board committees. Help ensure adherence to the WSUAA by-laws. Manage board member training and succession planning. 15%

Manage and expand the alumni benefits and services program to include affinity partnerships, program contracting, marketing and promotion, revenue generation, and engagement reporting. 15%

Serve as building coordinator for the Tierney Alumni House. Monitor adherence to the property’s usage guidelines, security protocol, access policy, and maintenance plan. Coordinate with Facilities and other WSU departments to address maintenance and repair issues. 10%

Compile, analyze, prepare, and present statistical and financial reports to the WSU Alumni Association (WSUAA) Executive Director, WSU Alumni Association Board, and division leadership. Analyze monthly accounting reports to ensure accuracy of expenditures and revenue. Monitor encumbrances and liquidate as required. 10%

Supervise, document, and maintain the WSUAA accounting and audit control systems. Verify and review data entered in the accounting system. Review accounting system needs and recommend changes to improve reporting. Coordinate and review banking fees and credit card usage for WSUAA-specific accounts. Supervise cash disbursements and recording of cash. Manage WSUAA checking and investment accounts. 5%

Coordinate budget requests from units that rely on WSUAA funds. Assist supervisor with determination and preparation of annual university budget requests 5%

Manage the annual auditing process for the WSUAA in collaboration with WSU’s Fiscal Operations department. Prepare all account analyses and schedules as needed by the external auditors. Compile necessary data for the timely completion of the IRS Form 990. Identify and complete appropriate federal and state tax reporting for the WSUAA. 5%

Provide feedback to Alumni Relations staff regarding the financial implications of programs, events, and initiatives coordinated by Alumni Relations. Oversee expenditure review to ensure accurate financial transactions. Collaborate with responsible individuals to prevent deficit spending. 5%

Supervise staff, effectively manage performance to meet individual and team initiativ