Associate Director, Alumni Relations Administration

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 and 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.

Financial Management

• 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.

Leadership and Governance

• 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 and 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.

Alumni Benefits and Services

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

Facilities Management

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

Reporting and Analysis

• 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.

Accounting and Audit Control

• 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.

Budgeting and Auditing

• Coordinate budget requests from units that rely on WSUAA funds.
• Assist supervisor with determination and preparation of annual university budget requests.
• Manage the annual auditing process for the WSUAA in collaboration with WSUs 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.

Financial Oversight

• 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.

Staff Management

• 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.

Alumni Awards and Scholarship Programs

• Support the Director of 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.

Other Related Duties

• Perform other related duties as assigned.

WORK CONTEXT

This grid characterizes the position scope.

Job Reports to

• Vice President
• AVP
• Dean
• Leadership
• Accountability

Develops Strategic Plans and Interprets Policy

• Develops strategic plans and interprets policy.

Supervisory Accountability

• None

Organizational Accountability

• None

Financial Accountability

• Manages operating budget

Customer Accountability

• Interfaces with customers outside the SCDF

Freedom to Act

• Operates with significant autonomy