DIRECTOR OF FINANCE AND ADMINISTRATION, ALUMNI & STAKEHOLDER ENGAGEMENT
University of Washington
Location: Seattle, Washington
Type: Full Time
Preferred Education: 4 Year Degree
4 Year Degree
Employer will assist with relocation costs.
Internal Number: 212928
University Advancement has an outstanding opportunity for a Director of ASE Finance and Administration to join their team.
The Director of ASE Finance and Administration leads and directs the comprehensive financial administration and operations for University Advancement’s (UA) Alumni & Stakeholder Engagement (ASE) unit and the UW Alumni Association (UWAA), an independent, 501c3 non-profit organization formally affiliated with the UW through a Cooperation and Operations Agreement.
This position reports to the Senior Director of ASE Administration and Board Relations. The Director serves as a member of the ASE Senior Leadership Team (SLT) and leads finance and budget administration, reporting, and analysis and administrative operations for the unit. ASE is the designated UW unit which supports and coordinates three independently incorporated UW-affiliated organizations, the UWAA, the UW Retirement Association (UWRA) and the University Book Store (UBS). The Director supports the strategic fiscal coordination and alignment of these affiliated entities and works closely with UA Finance & Administration (UA F&A) and other relevant UW business, facilities, human resources, and operations stakeholders.
This position activates ASE/UWAA’s commitment to diversity, equity, inclusion and belonging (DEIB) and advances understandings and actions that are actively anti-racist. This position actively participates in programs, services, committees, and DEIB professional development and is responsible for achieving shared DEIB goals and objectives. It is responsible for ensuring all fiscal and administrative practices and services meet and exceed organizational and institutional values and priorities in support of the UW’s public mission.
The Director works in close partnership with the University Advancement Finance & Administration team, which leads and facilitates established financial and accounting processes and procedures on behalf of the independent non-profit UWAA, including, but not limited to, daily entries, accounting estimates, revenue recognition, preparation and presentation of the financial statements, coordination of the non-profit’s annual audit and tax return, and policy creation related to compliance or accounting.
DUTIES AND RESPONSIBILITIES
Finance and Budget Administration
The Director provides broad fiscal coordination and strategic planning and analysis of the multiple ASE-affiliated organizations and directly leads and oversees the development and management of UWAA’s annual $9M+ operating budget. The Director, in partnership with executive leadership, will be the primary liaison for responding to requests from ASE/UWAA board and staff senior leadership and will be responsible for comprehensive fiscal administration, including revenue and expense control, verifying balances and providing regular budget reports. The Director will create and present budget projections, analyze spending patterns and alert executive leadership and budget managers to potential allocation deficits or unusual expenditure patterns. As requested by senior leadership, the Director will prepare and present ad-hoc budget reports. This position will work in close coordination with the UA F&A team to carry out the position’s goals and objectives.
The Director will manage all unit operating, revenue and salary budgets, oversee and monitor accounting practices in collaboration with UA F&A, ensuring compliance with internal and external audit requirements. This position reviews and approves expenditures on departmental budgets including expense transfers, reimbursement requests from staff, and travel expenses as needed. The Director has delegated authority within defined parameters to review and execute contracts and agreements on behalf of UWAA as an independent non-profit organization. The Director also reviews the status of departmental budgets, ensuring that budgets are on target through the budget period, troubleshooting problem areas and taking corrective action when necessary.
The Director will provide analysis and recommendations on space and financial matters for current, existing, and/or emerging physical locations or potential future capital projects and will play a role in UWAA’s emerging relationship to capital projects and future space planning.
Additional areas of responsibility include, but are not limited to, the following:
In collaboration with UA F&A, prepare, review and present quarterly and annual financial reports to UWAA Board of Trustees.
Serve as primary contact for UWAA contract review and signature facilitation; ensure all contracts follow applicable UW, UWAA, and UA policies and procedures.
Work closely with the UWAA Publications Team to track expenditures, anticipate cost increases, and monitor ad revenue contracts and commitments.
Serve as primary reviewer on monthly staff ProCard reports and administer UWAA credit card.
Collaborate with F&A and UW Impact leadership and finance consultant on financial reporting and expenditures; align finance and operations practices and procedures of the non-profit UWAA with UW practices and policies.
Provide staff leadership and support to the UWAA Board Fiscal Governance and Membership & Business Development committees, and other committees as requested.
Monitor, advise, and report on UWAA Endowment accounts and implications for use of endowment funds; Advise, manage, and report out on UWAA Excellence Fund and General Scholarship Fund (current use funds).
Complete budget reports for submission with required surveys.
In collaboration with ASE executive leadership and the UWAA executive/finance committee, review business processes and design, implement, and update administrative and operational policies and procedures that ensure fiscal compliance with university, state, and federal requirements and laws.
Ensure equity throughout fiscal and administrative practices, conducting regular reviews and making recommendations for changes to ensure equitable and inclusive processes and distribution of resources.
In collaboration with Associate Director for Administration and Customer Service, create and document office procedures, in compliance with University and Advancement policies, for purchasing, reimbursements, travel, etc.
Strategic Fiscal Planning, General Operations and Leadership
The Director works in close collaboration with the ASE/UWAA Resource Development team to develop and implement a comprehensive revenue generation strategy for the unit, including strategic analysis of current revenue generating programs for the UWAA and UWRA.
This position is responsible for long-term budget revenue and expense forecasting, identifying and collaborating with partners and internal services units on business analytics, and for leading efforts for qualitative and quantitative analysis of ASE/UWAA business processes to drive organizational efficiencies and assure adequate resource allocation. In partnership and collaboration with UA F&A, the Director will oversee the annual renewal of the UWAA insurance policy and make recommendations for updates to coverage as necessary; the Director will work with ASE/UWAA team to ensure insurance requirements for events and programs are fulfilled and in alignment with UWAA policy.
This position will oversee and provide business intelligence to existing collaborations between external partners and the UWAA and UWRA as well as new and future collaborations with partners such as the University Book Store.
This position will provide leadership and coordinate and manage internal process improvement efforts and is responsible for ensuring active and transparent communication on relevant budget matters with internal and external stakeholders. The Director will work closely and in collaboration with the Associate Director of Administration and Customer Service on the administration of day-to-day fiscal and office operations.
In partnership with the Vice President, ASE and Senior Director, Administration and Board Relations, the Director participates in the development ASE’s annual Advancement budget request and talent review processes, including proactive identification of salary, personnel, and operations needs throughout the year.
This position will serve as ASE’s primary liaison to the ongoing UW Financial Transformation project.
The director will lead, and direct special projects and initiatives as requested by executive leadership and may supervise temporary/part-time staff, student employees, contractors, and/or vendors. Director may supervise professional and classified staff in absence of senior director.
Other duties as assigned
Effective communications: Expresses oneself clearly and empathetically in interactions with others in all forms of communication, i.e., verbal and written, one-on-one and group, etc.
Interpersonal Awareness: Builds and maintains positive relationships and actively contributes as a member of working teams to achieve results.
Professional Credibility: Takes responsibility for meeting goals, objectives, obligations, and solving problems while representing the mission, vision and values of the organization.
Critical Thinking: Obtains, analyzes and evaluates information effectively in the face of ambiguity. Makes appropriate decisions based on relevant information and experience.
Ethics and Trust: Models and upholds the values of candor, openness, inclusiveness and honesty despite internal and external pressures. Acts consistently with Washington State ethical guidelines and organizational core values and beliefs.
Valuing Diversity & Inclusiveness: Respects, values and contributes to the UW’s commitment to inclusiveness and diversity.
People Builder: Exhibits commitment to developing others to become leaders.
Driving Results: Effectively communicates objectives and guides direct reports and team members to make decisions and achieve goals.
Organizational Planning: Develops and manages comprehensive team goals and measures team progress while balancing short-term and long-term priorities that are consistent with the organization’s mission, priorities and goals.
Managing Conflict: Recognizes and addresses conflicts and disagreements in a safe and respectful environment, manages conflicts collaboratively, and builds consensus with the best interests of the organization in mind.
Bachelor’s degree in Business Administration or similar. Equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree.
Six years of relevant experience in finance, budgeting, accounting and/or unit administration, or related field.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Demonstrated commitment to racial equity and familiarity and comfort with the skills needed to manage and lead in an organization that strives to be anti-racist.
Strong interpersonal skills and customer service. Ability to express oneself clearly and empathetically in interactions with others in all forms of communications, i.e. verbal and written, one-on-one and group, etc. Ability to communicate in a direct and professional manner that engages dialog and resolves differences.
Proven ability to work collegially and effectively with development colleagues, school administrators, and external constituencies. Puts the team/organizational goals above individual goals and actively contributes as a member of working teams.
Demonstrated creativity, organizational ability, and strong attention to detail. Ability to make decisions in ambiguous situations, exercise good judgment based on information and analysis in a fast pace, dynamic, deadline drive environment in an organized and professional manner.
Proficiency using PC computers and prevailing office management technology; familiarity and comfort with industry-standard CRM, social media and/or other broad-based engagement software and tools. Demonstrated computer skills, including proficiency with Microsoft Word, Excel, and PowerPoint for correspondence, special reports, spreadsheets, databases, forms, etc.
Equivalent experience/education will substitute for all minimum qualifications except where there are legal requirements, such as a license/certification/registration.
MBA or equivalent, preferably in business administration.
Experience working in higher education, non-profit, and/or public sector.
CONDITIONS OF EMPLOYMENT
Cubical/Open workspace environment which may result in additional or higher levels of noise and visual distractions.
A valid Washington State driver’s license is required to operate the UW Alumni Association Van. Candidate selected must have personal transportation and be willing to travel when necessary.
Ability to lift 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down.
During Events (from setup to tear down) or on Event days:
Ability to stand 4 or more hours continuously. Ability to walk 4 or more hours continuously. Ability to stand for 4+ hours for events. Ability to work greater than an 8-hour day. Ability to travel out-of-state up to 6 times per year for events scheduled on evenings and weekends.
Ability to obtain passport and travel internationally.
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
For the University of Washington (UW) to be the greatest public university in the world as measured by our impact, the UW and University Advancement (UA) must weave equity and anti-racism into everything we do. Becoming a more equitable organization starts with us, and focusing on groups that have been excluded and under-engaged will lead to better outcomes for our whole community. Ensuring that diversity, equity, and inclusion (DEI) are natural outcomes of our activities will require us to state our values, live by those values and work toward our vision every day. To sustain our efforts, we have defined a path forward with our values clearly articulated and shared throughout the organization. We invite you, our communi...ty, to walk with us, share feedback and engage as we do our part in the University-wide effort to create a more just and equitable world.