Assistant Director, Budget & Finance

Santa Clara University • Santa Clara, CA

1d • $41 - $49 • Onsite

About The Position

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.

Requirements

• 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.
• 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).
• 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.
• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field required.
• 4 years of experience in financial planning, budgeting, or business operations, preferably within higher education or nonprofit organizations.

Nice To Haves

• Awareness of advancement, alumni relations, or development operations is preferred.
• Experience or coursework in alumni relations, fundraising, or higher education finance.

Responsibilities

• 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
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Director
• Number of Employees: 1,001-5,000 employees