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Associate Director of Finance & Administration

This job is no longer active.

OrganizationThe College Foundation of the University of Virginia
TypeFull Time
Application DeadlineJanuary 28, 2022
College Degree Required?No
Salary Range$55,00 - $60,000
Emailkmm7r@virginia.edu
Phone(434) 243-5145

Description

Position Objective and Job Summary

The Associate Director of Finance & Human Resources, in conjunction with the Associate Vice President of Operations and accounting staff at the U.Va. Fund, manages the day-to-day non-donor-facing administrative operations of the College Foundation including payroll processing & human resources, procurement procedures, annual budget creation and oversight, compliance, and office management. This position will be a critical component of the operations team and will be the first point of contact on HR, budget, procurement, and office management related inquiries.

 

Key Duties and Responsibilities

Finance

 Financial Administration

  • Assist in timely preparation of the annual operating expense and cash budgets for all Foundation departments in conjunction with Foundation leadership and department leads.
  • Create and maintain all official documentation related to the annual operating and expense budget, provide information to the U.Va Fund regularly and respond to internal budget related inquiries as needed.
  • Review provided monthly budget reports to identify budget variances or budget coding errors and take corrective action, as needed.
  • Review monthly and quarterly financial statements as well as tax filings for general familiarity, provide documentation to compliance and external accounting vendors as needed.
  • Supply budget and procurement related information in preparation for the annual financial audit.
  • Create financial reporting including graphs and charts in Excel and PowerPoint

 Disbursements 

  • Oversee the procurement process, ensuring all disbursement and reimbursement requests follow the appropriate protocol and are delivered timely to the U.Va. Fund.
  • Monitor corporate credit card assignments and their use.
  • Reconcile purchasing card logs and credit card statements. Prepare monthly consolidated card account invoice for payment. Discuss inappropriate purchasing card activity with employees and their supervisors.
  • Oversee travel and entertainment reimbursement process for those traveling for the College Foundation ensuring accuracy and timely direct deposit.

 

Human Resources 

Personnel, Benefits and Payroll Management 

  • Assist managers or employees who have routine management or employee relations issues, escalate to COO or AVP of Operations for resolution, as needed.
  • Coordinate recruitment process with hiring managers, ensuring adherence to College Foundation recruitment procedures.
  • Coordinate onboarding of new College Foundation employees.
  • Reconcile payroll charges for each pay period to ensure employees are paid the correct amount, and that costs are charged to the correct budgets.
  • Manage the day-to-day relationships with the contracted external providers of payroll services, and the health, insurance, and retirement benefit services for College Foundation employees.
  • Serve as the principal College Foundation contact for HR generalist and payroll service providers.
  • Ensure employees record their hours worked or used for leave accurately and on time, provide payroll information to payroll vendor each pay period.
  • Coordinate annual HR processes, such as performance evaluations and open enrollment.

 

 

Operations & Business Administration

Compliance

  • Assist in timely preparation of financial materials related to annual Federal and State compliance requirements, as needed
  • Coordinate preparation of financial materials related to university compliance requirements with U.Va. Fund.
  • Coordinate annual Charitable State Registrations process with external vendor(s).

Office Administration 

  • Manage routine space planning and office assignments, furniture purchase and removal, cleaning vendors, and building maintenance requests.
  • Order and distribute or store office supplies, computers and equipment, as requested
  • Manage mobile telephone contracts, work-orders and repairs.
  • Serve as alternate point of contact to resolve office related IT issues in conjunction with University ITS or external vendors when College Foundation Technology Support Specialist is unavailable

 

 Work Qualifications:

  • Bachelor’s degree preferred
  • At least three years of administering operating budgets and performing financial reconciliation
  • Experience in payroll and benefits administration is preferred
  • Comfort working with numbers, financial statements, and accounting terms
  • Successful candidate should have excellent written and verbal communication skills and demonstrated ability to work independently as well as part of a team
  • Attention to detail and ability to meet deadlines required
  • High proficiency in Excel and PowerPoint required

 

Working Conditions: 

  • This position will be located in College Foundation offices in Charlottesville, Va
  • Some remote work flexibility is permitted, however, this is not a fully remote position
  • Occasionally, some evening and weekend work may be required

 

Physical Requirements:

  • General fast-paced office environment

Compensation:

  •  The target starting salary for this position is $55,000 per year.  Final offer amounts are determined by multiple factors including candidate experience and expertise and may vary from the target starting salary.
  • Participation in annual incentive compensation pool with bonus potential based on individual and organization performance.
  • Retirement plan contributions up to an additional 11% of salary.
  • Generous and comprehensive medical benefits with no-cost and low cost options for employees.

Direct Reports:

  • None