Salem State University

Foundation Staff Assistant

9 months ago
State Title
Staff Assistant
Job Category
Institutional Advancement
Pay Basis
Enter the Compensation Range for Applicants to View (Required for Administrator & Classified Positions)

General Statement of Duties

This position serves as the assistant to the foundation controller in the area of the foundation’s financial status and activities, its accounting requirements and the maintenance of its financial records and financial database. Reporting to the foundation controller, this position interfaces with the foundation’s treasurer and investment committee (board members), outside accounting firm, financial institutions, and many areas of the university including but not limited to institutional advancement, finance and business, budget and financial planning  and others. This position requires a strong knowledge of generally accepted accounting practices, financial reporting requirements (internal and external), internal auditing and tax reporting.

Duties and Responsibilities

  1. Serve as foundation liaison to various areas within the university including but not limited to financial services, academic departments, deans and department chairs, grants and sponsored programs and institutional research as it pertains to the foundation's finances
  2. Prepares financial reporting for presentation at Investment and Audit/Finance Committee meetings.  Attend Foundation Committee and board meetings as needed
  3. Works closely with the foundation controller, Foundation Audit/Finance Committee/Treasurer and the foundations auditors in the overall annual audit process in accordance with internal reporting needs and new accounting requirements
  4. Performs analysis of financial and statistical data and makes recommendations to the foundation controller in preparation of the annual budget presentation to the Audit/Finance Committee and Foundation Board.  Prepares underlying financial analysis as well as consistently monitor and report on expenditures against those budgets to the foundation controller
  5. Assists with the annual endowment spending policy calculations and communicates information to all appropriate university wide departments and area heads
  6. Performs accounts payable functions and is responsible for maintaining the proper storage / scanning of all foundation related documents
  7. Maintains monthly, quarterly and year-end account processing and reconciliations; monitor status, reconcile and report on all cash and other investment accounts owned by the foundation . Interfaces with the foundation’s financial institutions to assure accuracy
  8. Assist in the development of policies and procedures for foundation activities, including internal controls, requirements as required by accounting standards, office procedure and accounting database systems, supporting schedules and reporting requirements
  9. Ensure compliance with tax reporting requirements with federal and state agencies.  Stay current with IRS 990, Massachusetts state filings and reports, UPMIFA requirements and any other relevant legal and tax matters
  10. Provides input to Executive Director of Salem State University Foundation, associate vice president of Institutional Advancement and major gift officers in the development of language for endowment terms
  11. Provides assistance to the staff assistant for the executive director of the foundation as it relates to the scholarship process
  12. Performs other duties as assigned by the foundation controller and executive director
  13. Demonstrates sensitivity to students, faculty, and staff of varying racial, ethnic, religious, gender, cultural, disability, sexual orientation and socioeconomic backgrounds
  14. Demonstrates sensitivity to students with a diversity of learning styles
  15. Serves as a role model and mentor for students as appropriate


Required Qualifications:

  1. Bachelor's degree
  2. Minimum of four years of financial management experience in the accounting field, including experience with fund accounting standards and procedures and a familiarity with investment management principles with preference given to daily operation of non-profit 501(c)3 organizations and working knowledge of budget planning and data management
  3. Demonstrated ability to exercise good judgement, discretion and tact concerning confidential matters
  4. Some experience working with volunteer boards and committees in an effective professional manner
  5. Experience independently managing numerous and complex assignments simultaneously in an effective and efficient manner in order to meet mandatory deadlines
  6. Proficiency using Microsoft Office Suite
  7. Excellent written and verbal communication skills
  8. Demonstrated ability to coordinate and organize the timely work flow of others while maintaining effective and harmonious relationships

 Preferred Qualifications:

  1. Working knowledge of Financial Edge and Fundriver
  2. Two years of supervisory experience
  3. Previous experience in a higher education environment

Special Instructions to Applicants:

Please apply online and attach resume and cover letter.


Employment is contingent upon a completed background and CORI check satisfactory to the university. Internal candidates are not subject to background check.  


EEO Statement:
Salem State University is an equal opportunity/affirmative action employer. Persons of color, women and persons with disabilities are strongly urged to apply.


Please Note: If there is no application deadline associated with a position, it may come down at any time. Once a posting is removed, additional applications will not be accepted.


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