Salem State University

  • Foundation Staff Assistant

    Job Post Information* : Posted Date 2 weeks ago(10/9/2018 4:09 PM)
    ID
    2018-2123
    State Title
    Staff Assistant
    Job Category
    Administrator
    Department : Name
    Inst. Advancement Office Of VP
    Pay Basis
    Yearly
    Enter the Compensation Range for Applicants to View (Required for Administrator & Classified Positions)
    $48K-$52K
  • 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. Assists in preparing 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 foundation's 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. Works closely with finance and business on obtaining reports of how the funds are spent
    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. Assists with analytical financial reports as assigned by the vice president institutional advancement/executive director, foundation.
    13. Serves on committees/task forces as assigned
    14. Performs other duties as assigned by the foundation controller and executive director
    15. Demonstrates sensitivity to students, faculty, and staff of varying racial, ethnic, religious, gender, cultural, disability, sexual orientation and socioeconomic backgrounds
    16. Demonstrates sensitivity to students with a diversity of learning styles
    17. Serves as a role model and mentor for students as appropriate

    Qualifications

    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 organization
    3. Working knowledge of budget planning and data management
    4. Previous experience exercising independent, sound judgement, discretion and tact concerning confidential matters
    5. Proficient with Microsoft Windows environment including Excel, Word and Powerpoint

    Preferred Qualifications:

    1. Working knowledge of Financial Edge and Fundriver
    2. Some experience working with volunteer boards and committees in an effective professional manner preferred
    3. Ability to handle numerous and complex assignments simultaneously in an effective and efficient manner
    4. Ability to communicate effectively in written and oral form
    5. Ability to understand, explain and apply the law, rules, regulations, policies and procedures, which apply to assigned areas
    6. Ability to deal tactfully with others
    7. Ability to coordinate the efforts of others in accomplishing assigned work objectives

    Working Conditions:

    Salem State University complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodation to qualified applicants and employees with disabilities.

     

    Office activities are performed in an environmentally controlled office setting subject to extended periods of sitting and standing, keyboarding and interaction with computer equipment; Occasional bending, reaching, lifting, pushing and pulling up to 10 pounds.

     

    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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