Overview Position is responsible for operational and administrative management of the finance department and providing executive support to the VP of Finance/CFO and finance department leaders. This position manages project coordination including planning, research, complex calendar management/scheduling, information management and coordination, and department reporting. This position represents the University of Minnesota Foundation (UMF) across unit lines and with the department’s stakeholders. Back up for key functions of the department during high volume periods is also required.
Responsibilities Operational Management (50%)
Ensure daily and smooth operation of the finance department. Identify and problem-solve issues that arise by taking into past and current best practices, policies, and procedures.
Serves at the first point of contact for the finance department and directly communicate with University partners, external stakeholders, vendors, board members, etc.
Manage and track information, and produce reports associated with the Finance Department. Coordinate information and reporting as assigned, including CEO expenses.
Manage the daily mail for the Foundation, sorting mail by department, managing and routing gifts securely for processing by Gift Administration. This is a two-person process overseen by this position.
Serve as backup processor to other data entry processes for the department as needed and as available during high volume periods, including University payables and contribution entry.
Serve on cross-functional teams and make recommendations that impacts finance operations.
Administrative Management (50%)
Develop, update, implement and document administrative initiatives, processes, and workflows to increase efficiency and to align with University and Foundation policies and procedures.
Manage logistics and staffing of Finance Department staff meetings, leadership meetings and interdepartmental team meetings including communications, agenda development, scheduling and presentation preparation on behalf of CFO and department leadership.
Assist with department’s communication strategies and draft communications on behalf of the CFO.
Handle departmental purchasing, routing invoices and other documentation for approval, and compose correspondence in support of team leadership. Resolve any purchasing and invoices discrepancies and problems.
Prepare, edit, and proof documents of others, including spreadsheets and presentations. Create and maintain filing system.
Provide and manage confidential information involving financial activities and human relation issues.
Serve on cross-functional committees.
Manage Finance Department’s presence on UMF intranet, UMF Connects. Update Finance information as appropriate, manage organization of Finance Team content.
Other duties and responsibilities as assigned.
Demonstrate commitment to valuing diversity and contributing to an equitable and inclusive working and learning environment (exhibit 100% of the time)
Continuous learning in diversity, equity and inclusion for oneself and team via training, podcasts, articles, etc.
Seek to explore and understand cultural differences and create a culture of belonging.
Develop and employ anti-racist practices and principles to accomplish work.
Advocate for employees of all ethnicities, genders, ages and backgrounds
Cultivate and develop inclusive and equitable working relationships with employees, colleagues, stakeholders, etc.
Strive to create a diverse, equitable and inclusive workplace when hiring, promoting, and offering career advancement opportunities.
Bachelor's degree in business administration or a combination of education and relevant administrative experience to total four years
Demonstrated advanced level experience with Microsoft Office software (Excel, Word, PowerPoint) including spreadsheet, advanced word-processing and presentation creation.
Advanced level grammar, spelling, and punctuation skills.
Strong attention to detail, follow-though and initiative
Commitment to quality and high performance standards.
Problem solving skills, research skills, with demonstrated critical thinking ability.
Ability to handle sensitive material in a confidential manner and to maintain data integrity.
Ability to prioritize activities and achieve excellent customer service while ensuring timely completion of assignments. Independently determine, organize and prioritize the office’s logistics and administrative activities, and coordinate them with other units in the Foundation.
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.