Description

Position Title:
Assistant Director, Budget & Finance

Position Type:
Regular

Hiring Range:

$41.06 - $49.27 per hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:
Hourly
A. POSITION PURPOSE

The Assistant Director, Budget & Finance, oversees all financial planning, budgeting, and fiscal operations for the Alumni Relations budget. This position serves as the first point of contact for all financial transactions, ensuring accurate tracking and reporting of departmental budgets, and providing financial analysis and recommendations to the Senior Director, Campus Events and Operations, and the Alumni Relations leadership team. The Assistant Director manages the department's annual budget process, provides financial forecasting and analysis, trains staff on financial processes, manages vendor contracts, processes event and gift transactions, and provides back-up for all Alumni Relations Customer Service functions. This role partners closely with the Alumni Relations team to align resource allocation with strategic goals, promote operational efficiency, and strengthen financial accountability across the department. The Assistant Director ensures compliance with university policies, safeguards the accuracy of financial processes, and contributes to the overall financial health and operational success of the Alumni Relations department.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Finance & Budget Management

• Serves as the primary point of contact and subject matter expert for all departmental financial transactions, including payment requests, reimbursements, vendor invoices, deposits, refunds, cash sales, FTARs, customer and supplier setup in Workday, PCard/TCard administration, online store operations, and petty cash management.
• Responsible for creating, processing, and/or reviewing all financial transactions within the department.
• Implements and maintains consistent financial protocols and best practices to ensure fiscal integrity and operational efficiency across Alumni Relations.
• Primary liaison relationship manager with the University Finance Office and the University Relations Budget Manager

2. Finance & Budget Analysis & Reporting

• Manages all financial data for departmental and institutional reporting. Responsibilities include data collection, reporting, trend analysis, process documentation, and operational recommendations.
• Prepares and analyzes monthly and annual budget reports, mid-year and year-end projections, regular evaluations of all Alumni Relations scholarship and gift funds, and ad hoc budget requests to inform strategic decisions.
• Maintains dynamic, real-time expense tracking for the Alumni Relations Signature Events, ensuring accuracy and transparency.
• Produces comprehensive post-event financial reports for staff and manages the Alumni Relations Event Budget Tracker, distributed to the VP and Director of Finance in University Relations.
• Identifies opportunities to optimize costs and improve resource allocation across programs and initiatives.

3. Budgeting Process

• Leads the departmental budgeting cycle, coordinating timelines, templates, and guidance for annual and mid-year budget submissions.
• Trains and supports team members on University financial systems (e.g., Workday) and budget management processes.
• Communicates university-wide budget updates, deadlines, and procedural changes to ensure department-wide awareness and alignment with university policies.
• Evaluates and enhances budget and operational workflows to improve efficiency, accuracy, and alignment with institutional best practices.

4. Contracts & Vendor Management

• As the primary liaison, develops and maintains relationships with General Counsel, the University Finance Office, and Alumni Relations vendors regarding the management and approval of contracts.
• Manages all Alumni Relations contracts and contractor agreements to ensure adherence to university approval and renewal processes and adherence to deadlines.
• Oversees the lifecycle of all Alumni Relations departmental contracts-from initiation to execution-tracking progress, renewals, and deadlines.
• Maintains a comprehensive contract management system to ensure accuracy, accountability, and adherence to University and legal standards.
• Guides staff on contract-related processes and documentation, promoting consistency and compliance across the department.

5. Event & Gift Transactions

• Processes financial transactions and manages refunds related to event registrations.
• Proactively communicates and shares event progress and key information with appropriate Alumni Relations team members.
• Processes and prepares appropriate performance measurements for reservations and associated transactions.
• Serves as second-in-command for registration operations during major campus events (e.g., Grand Reunion, Grad Bash), providing support with registration management and on-site troubleshooting.
• Manages point-of-sale systems (e.g., iPads) for event and merchandise sales to ensure operational success, as well as accurate cash handling, reconciliation, and disbursement.
• Manages the collection, tracking, and processing of all gift donations received by mail or in person, including donation refunds.
• As the primary liaison, collaborates with Gift Processing and University Finance to ensure accurate tracking and reporting of event-related income and gifts.

6. Program Support

• Provides operational support to key Alumni Relations programs, including the Alumni Family Scholarship Program (AFS).
  
  • AFS responsibilities include program documentation, seasonal program reviews, end-of-year grant payments, and annual measurement analysis and evaluation.

7. Customer Service Operations Support

• Serves as the primary backup for the Customer Service Manager, assisting with key customer service functions and building management, as needed.
• Supports the Customer Service Manager's student workforce with project questions and operational guidance.

8. Active Alumni Relations Team Member

• Actively contribute to departmental brainstorming sessions, focus groups, and other strategic initiatives.
• Support the key priorities and implementation of the Alumni Association Strategic Plan, and future strategic plans, including the planning, development, and implementation of Alumni Association strategies, services, and offerings.
• Actively contribute to brainstorming sessions, focus groups, and other strategic initiatives launched by the Alumni Relations or Signature Events team.
• Assist with Signature Events and other departmental events (in roles that are different from regularly assigned responsibilities) throughout the year, as assigned.
• Actively work toward building team culture.
• Serve as the key Alumni Relations liaison to other functional areas on campus, as assigned.
• Actively participate in weekly All Staff Meetings, Extended Meetings, and Retreats.
• Other responsibilities to meet Alumni Association and University Relations goals and strategic initiatives, as assigned

C. PROVIDES WORK DIRECTION

• The Budget Manager does not regularly supervise staff, but may provide guidance and oversight to the Customer Service Manager's student workforce as needed.

D. GENERAL GUIDELINES

• Recommends initiatives and implements changes to improve quality and services.
• Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
• Maintains contact with customers and solicits feedback for improved services.
• Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
• Researches and develops resources that create timely and efficient workflow.
• Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.
• Prepares and submits reports as requested and required.
• Develops and implements guidelines to support the functions of the unit.

E. QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment and to promote and contribute to an inclusive and respectful workplace.

1. Knowledge

• Advanced knowledge of financial planning, budgeting, accounting principles, and financial analysis, ideally in higher education or nonprofit settings.
• Understanding of Workday Financial or comparable enterprise financial systems, and general ledger accounting principles.
• Knowledge of policies and procedures for contracts, procurement, vendor management, and financial compliance.
• Familiarity with event-related financial processes, including point-of-sale systems, registration tracking, and reconciliations.
• Understanding of best practices in financial controls, forecasting, and resource allocation.
• Strong working knowledge and understanding of customer service concepts, principles, procedures, and techniques.
• Awareness of advancement, alumni relations, or development operations is preferred.

2. Skills

• Strong analytical, quantitative, and problem-solving skills with the ability to interpret complex financial data and provide actionable insights.
• Proficiency in financial software, spreadsheets, reporting tools, statistical applications, and database management.
• Excellent organizational skills with the ability to manage multiple budgets, projects, and deadlines in a fast-paced environment.
• Exceptional communication and collaboration skills, including the ability to explain financial concepts to non-financial staff.
• Strong active listening and interpersonal skills.
• Ability to train and support team members in financial systems, policies, and budget processes.
• Detail-oriented, with a focus on accuracy, adherence to policies, and operational efficiency.
• Proficiency in office productivity and content management tools (e.g., Microsoft Office, Google Workspace, Zoom, Asana, CLARA/Blackbaud CRM).

3. Abilities

• Prepare, review, and reconcile complex financial transactions and reports with accuracy and attention to detail.
• Conduct forecasting, fund evaluations, and long-range financial planning to support strategic decision-making.
• Translate financial data into actionable recommendations by analyzing key performance indicators and trends that support operations and strategic priorities.
• Proactively resolve issues, identify process improvements, implement workflow enhancements, and ensure adherence to financial policies.
• Manage confidential financial information with discretion and integrity.
• Collaborate effectively with departments such as Finance, General Counsel, IT, and other campus partners to ensure accurate financial operations.
• Adapt to changing priorities, remain flexible, and perform effectively under pressure.
• Train and mentor team members on financial systems, policies, and budget processes.
• Provide work direction and oversight to student workers or temporary staff when serving as backup to the Customer Service Manager.

4. Education

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field required.
• Preferred: Experience or coursework in alumni relations, fundraising, or higher education finance.

5. Years of Experience

• 4 years of experience in financial planning, budgeting, or business operations, preferably within higher education or nonprofit organizations.

F. PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

• Ability to work at a computer for extended periods of time.
• May be required to move, lift, or carry materials and supplies up to 25 pounds.
• Regularly required to stand, walk, bend, reach, and occasionally climb stairs within the Bannan Alumni House and other campus locations.
• Must be able to manage multiple priorities while maintaining attention to detail and service standards.
• May be required to reconfigure conference room furniture or travel to other buildings, suppliers, or vendors.

G. WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

• A typical office environment features standard equipment, including computers, phones, photocopiers, and filing cabinets.
• Regular presence required in the Bannan Alumni House, with occasional travel across campus to support events or collaborate with other departments.
• May require occasional evening or weekend work to support Alumni Relations programs and events (e.g., Grand Reunion, Vintage, Grad Bash).
• Work involves frequent interaction with alumni, visitors, students, staff, and campus partners in a professional, service-oriented setting.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at https://www.scu.edu/title-ix/.

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please visit the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities. Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at hraccommodations@scu.edu or by phone at (408)554-5750.