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About the Role

The Assistant Director of Finance & Operations, Alumni Engagement/WMAA 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. This role oversees key business functions that support the operations of the W&M Alumni Association.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.

Requirements

• Bachelor’s degree or an equivalent combination of education, experience, and training.
• 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.
• 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.

Skills

• Microsoft Office Suite
• Automatic accounting system
• Databases
• Workday module
• Sage Intacct software
• Blackbaud Customer Relationship Management (CRM) platform
• Automatic accounting software program

Location

• Williamsburg, VA

Work Type

• Hybrid
• Salaried
• Exempt

Experience Level

• Typically 3+ years

Education Level

• Bachelor’s degree in Accounting, Finance, or Business Administration

Salary/Compensations

• $52,500-57,500

Benefits

• 12-month Professionals & Faculty classification for benefits and leave purposes

About the Company

• We create the conditions for opportunity – human, financial, & experiential – by garnering and stewarding the resources that advance William & Mary.

Equal Opportunity

• EEO is the Law. Applicants can learn more about William & Mary’s 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 is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.