Department: External Relations Administrative Services
Appointment Type and Duration: Regular, Ongoing
Salary: $80,000 - $90,000/year
Compensation Band: OS-OA08-Fiscal Year 2024-2025
FTE: 1.0

Application Review Begins

September 12, 2024; Position open until filled

Special Instructions to Applicants

Please submit the following with your online application:
A cover letter in which you clearly describe how your knowledge, skills, and abilities prepare you for the job responsibilities and requirements outlined in the job announcement.
A resume of your educational and professional work experience.

Please Note: We may contact applicants who meet the minimum requirements in the job posting to request additional information for the next stage of review.

Department Summary

Administrative Services oversees multiple business hubs and Shared Service organizations throughout the University. The division's objective within the Finance and Administration portfolio is to provide efficient, strategic, and specialized administrative services to support the missions of various departments, schools, and colleges at the University of Oregon. Administrative Services focuses on department-specific budget, finance, payroll, human resource, and procure-to-pay functions. Administrative Services is a metric-driven, people-first administrative team that strives to create efficient, effective, and sustainable administrative support structures across campus.

External Relations Administrative Services (ERAS) is a sophisticated shared services unit with the Administrative Services Portfolio. ERAS provides essential services to promote the university’s priorities and operate within efficient business practices. All ERAS professionals serve in partnership with the complex divisions of University Advancement (UA), Government and Community Relations (GCR), and University Communications (UC). Additionally, services are provided to the UO Board of Trustees, and the University of Oregon Alumni Association’s (UOAA) (a separate 501(c)3 organization) and its Board of Directors, and other boards and volunteer bodies.

The units supported by ERAS constitute a complex business enterprise of more than 200 employees and a budget of over $25 million. The units supported by ERAS involve multiple entities and revenue sources and often require board and volunteer buy-in from the University of Oregon Foundation (UOF) and UOAA.

Position Summary

The Assistant Director of Compliance and UOAA Business Management (Assistant Director) plays a pivotal role within the University of Oregon for the University of Oregon Alumni Association (UOAA), a distinct legal entity registered as a 501(c)(3) that operates autonomously from the University of Oregon. Serving as a vital liaison, this position fosters seamless collaboration between the UOAA and the university. Reporting directly to the Director of Compliance and UOAA Business Management, the Assistant Director manages the day-to-day UOAA portfolios ranging from $100k to $22M, inclusive of 60+ external association and chapter accounts. The Assistant Director plays a vital role in the day-to-day management of accounting cycles for the organization by overseeing all activities involved in maintaining the general ledger, revenue recognition, expenditures, assets, and liabilities.

This role entails frequent independent decision-making in alignment with senior management directives. Upholding guidelines and procedures established by the Director of Compliance and UOAA Business Management, the Association’s Board and Bylaws, University policy, State and Federal regulations, and Data Use and Service agreements between the University and UOAA is paramount. The Assistant Director interfaces regularly with the UOAA’s board budget and finance committee and liaises with external state and federal agencies on behalf of the director. This role will supervise the accounting and gift/membership processing team and management of staff completing the processes and tasks required to ensure timely, successful completion of month-end close, completeness and accuracy of financial reports, and adherence to procedures and internal controls, among other duties. This role will be the final organizational approver of all financial transactions and entries in the financial system.

Operating within a sophisticated accounting framework encompassing a service center, two separate 501c3s (UOAA and UOF), and numerous accounting indices, the Assistant Director ensures adherence to UOAA and university accounting policies and regulations, GAAP, and grant support functions. Additionally, the manager serves as a principal liaison to the UOF finance, gift processing, and membership processing teams.

The Assistant Director delivers comprehensive budgetary reporting and analysis for supported units throughout the organization and actively participates in various university, UOAA, and UOF groups and committees. In the director's absence, the assistant director may assume leadership responsibilities as needed. This position will exercise signature authority and serve as a secondary signer for all UOAA’s external bank, expense, and merchant accounts. The ability to provide accurate, timely, and relevant information and analysis, along with independently vetting, prioritizing, and triaging ad hoc priority requests, is essential in this role.

This position will be located in Eugene. It is eligible to work a hybrid schedule, and will need to work on campus approximately 3 days per week, this is subject to change when required to be on campus for in-person meetings and events.

Minimum Requirements

• Bachelor's degree in finance, Accounting, or a related financial field.
• Five years of experience in non-profit accounting, fiscal management, analysis budgeting, or related specialty. Experience must include interpreting and applying FASB, GAAP, and IRS rules and standards.
• Two years of supervisory experience OR five years of lead staff experience.

Professional Competencies

• Ability to manage a complex budget with multiple revenue streams or funding sources and multiple supported operations.
• Strong organizational, multi-tasking, and customer service skills.
• Strong communication skills.
• Demonstrated leadership and problem-solving skills.
• Ability to meet deadlines, anticipate needs, manage, and prioritize multiple tasks or projects, follow-through, and work independently without supervision, while handling frequent interruptions and shifting priorities.
• Ability to articulate complex ideas and present them to a wide variety of groups in several ways.
• Demonstrated independent judgment and the ability to assess and make recommendations on risk.
• Ability to manage stressful situations with tact and diplomacy and to use sound judgment and initiative, particularly as it relates to handling sensitive and/or confidential information.
• Advanced skills using the web and computer programs including Microsoft Office Excel and other products.
• Demonstrated experience in project management, including the ability to do proactive outreach and establish professional connections across multiple departments.
• Strong analytical skills, independent judgment, and ability to effectively interact with a wide range of people.
• Ability to interact, communicate, and work effectively with individuals, recognizing and respecting the many and varied identities of each person.
• Commitment to promoting and enhancing diversity, equity, and inclusion.

Preferred Qualifications

• Advanced degree in business, financial administration, or accounting.
• CMA certification.
• Working knowledge of QuickBooks Online, Novi Association Management System,
• Working knowledge and/or accreditation in ACH payments.
• Experience working in a finance or budget position in an office of advancement or alumni association at a college or university.
• Experience working for a foundation or 501c3, preparing IRS forms 990 and 990T.
• Demonstrated operational knowledge of FASB, GAAP, IRS rules and standards.

FLSA Exempt: Yes

All offers of employment are contingent upon successful completion of a background check.

The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans, and paid time off. For more information about benefits, visit https://hr.uoregon.edu/about-benefits.

The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at uocareers@uoregon.edu or 541-346-5112.

UO prohibits discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, pregnancy (including pregnancy-related conditions), age, physical or mental disability, genetic information (including family medical history), ancestry, familial status, citizenship, service in the uniformed services (as defined in federal and state law), veteran status, expunged juvenile record, and/or the use of leave protected by state or federal law in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Office of Investigations and Civil Rights Compliance. Contact information, related policies, and complaint procedures are listed here.

In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at https://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.