"Associate Director, Alumni Relations Administration"

Job Details

Associate Director, Alumni Relations Administration

Wayne State University is searching for an experienced Associate Director, Alumni Relations Administration at its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

Essential functions (job duties):

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.)

• 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 initiatives; foster a collegial and highly productive work environment. Recruit, interview, hire, train, coach, evaluate, and discipline staff. Establish and communicate performance expectations in a manner that motivates and empowers staff to fulfill job duties. Encourage, support, and ensure employee participation in training and development programs. 5%
• Support the Director, Alumni Relations in the development and management of alumni awards and scholarship programs. Create and monitor timelines, marketing and promotion plans, stewardship plans for recipients. Liaise with the Student Financial Aid and Dean of Students offices as required. Convene and facilitate selection committee. Draft and distribute applicant and awardee communications and prepare necessary payment requests. 5%
• Perform other related duties as assigned. 5%

WORK CONTEXT This grid characterizes the position scope.

Job Reports to: Vice President/AVP/Dean
Leadership Accountability: Develops strategic plans and interprets policy
Supervisory Accountability: None
Organizational Accountability: None
Financial Accountability: Manages operating budget
Customer Accountability: Interfaces with customers outside the S/C/D
Freedom to Act: Operates with significant autonomy

Qualifications:

MINIMUM QUALIFICATIONS

Education Bachelor's degree
Graduation from an accredited college or university with a degree in accounting, finance, business administration or related field.
Knowledge and understanding of university policies and procedures.
Certified Public Accountant (CPA) preferred.

Experience Specialist (minimum 5 years of job-related experience)
Minimum five (5) years’ experience in a business management role or performing accounting functions. Demonstrated knowledge of generally accepted accounting principles.
Experience in the administration of complex budgets and investments.
Professional understanding of, and interest in, Development and Alumni Affairs best practices and general operations.
Positive and collaborative professional philosophy, recognizing that this position is integral to the achievement of the goals and objectives of Development and Alumni Affairs.

KNOWLEDGE, SKILLS, AND ABILITIES

• ANALYTICAL AND PRESENTATION SKILLS: Ability to evaluate, interpret, and present complex information effectively in professionally prepared documents or presentations. Must possess a demonstrated attention to detail in order to achieve a high degree of accuracy. Proposes and evaluates alternative solutions to achieve organizational goals.
• COLLABORATION: Exhibits a willingness to partner and model partnership with units across the university with integrity and high character to reach unified goals. Possesses the ability to navigate difficult situations with grace and understanding.
• COMMUNICATIONS SKILLS: Ability to communicate clearly, concisely and professionally both orally and in writing. Strong interpersonal skills are a must. Demonstrates the ability to plan and deliver oral and written communications that are impactful and persuasive including presentations to university management and committees.
• LEADERSHIP SKILLS: Demonstrated leadership skills that can influence and motivate individuals and groups to achieve results. Maintain accountability for the university’s and division’s mission, vision and values. Inspire your team to uphold these core values.
• LEARNING AGILITY: Independent and innovative self-starter who displays an ability to learn quickly and easily adapts to changing situations. Experience researching topics to gain knowledge and understanding when information gaps exist.
• PLANNING AND ORGANIZATION: Ability to manage several projects simultaneously, prioritize and plan work activities while meeting respective deadlines. Strong organizational, project and time-management skills required. Maturity, sound judgment and ability to handle multiple tasks simultaneously in a deadline-oriented environment.
• TEAMWORK: Ability to collaborate effectively with colleagues within the division and other units to gain full understanding of the project and desired outcome; ability to produce high quality and consistent results with assistance of team members; provide support to teammates when tackling complex projects.
• TECHNICAL SKILLS: Proficient in the use of complex administrative systems software, preferably in the higher education environment. Proficient with Microsoft Office suite, especially Word and Excel. Ability to understand and translate complex concepts into lay terms.

WORKING CONDITIONS

Normal office environment. Hybrid schedule.
Adhere to confidentiality and data usage policy for the division.
This position requires a high level of commitment and enthusiasm. It will require periodic extended hours to support division objectives and time-sensitive projects.

School/College/Division: H86 - Development & Alumni Affairs

Primary department: H8604 Alumni Relations

Employment type:

• Regular Employee
• Job type: Full Time
• Job category: Staff/Administrative

Funding/salary information:

• Compensation type: Annual Salary
• Salary minimum: $78,000
• Salary hire maximum: $85,000