Jobs at Western

Director of Financial and Administrative Services

Work type: Permanent Full Time
Location: Bellingham, WA
Categories: University Advancement

Position Title Director of Financial and Administrative Services
About the University Western Washington University, with over 16,000 students in seven colleges and the graduate school, is nationally recognized for its educational programs, students and faculty. The campus is located in Bellingham, Washington, a coastal community of 83,000 overlooking Bellingham Bay, the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver, British Columbia. Western is the highest-ranking public, master's-granting university in the Pacific Northwest, according to the 2019 U.S. News & World Report rankings.
About the Division The division of University Advancement supports Western's mission, which states that together with our students, staff, and faculty, we are committed to making a positive impact in the state and the world with a shared focus on academic excellence and inclusive achievement. University Advancement is actively engaged in moving forward the University’s mission through supporting core themes, specifically advancing inclusive success. The external boards of the WWU Foundation and Alumni Association are dedicated to supporting Western’s strategic plan, specifically through the student success campaign.  We encourage applications from women, people of color, people with disabilities, veterans, and other candidates from underrepresented backgrounds and with diverse experiences interested in this opportunity.
About the Position

This position serves as the primary accounting, finance and administrative contact for University Advancement and the associated institutionally aligned nonprofits, the WWU Foundation and the Alumni Association. Each of these entities are stand-alone 501(c)3 corporations that produce audited financial statements and file 990 tax returns. This position reports to the COO for University Advancement/CFO for the Foundation.

Position Duties/Responsibilities:

Accounting and Reporting

  • Responsible for the accurate and timely accounting of financial transactions for University Advancement, WWU Foundation and Alumni Association
  • Reviews and Approves all accounting entries and journal vouchers
  • Ensures all account reconciliations are performed on a monthly or quarterly basis as appropriate
  • Prepares monthly and quarterly financial reports for Division, Foundation and Alumni Association including: operations, investments, and fund balances
  • Prepares ad hoc financial reporting and analysis as requested by colleges and Advancement leadership team
  • Maintains endowment fund sub ledger system (Fundriver); ensures all gifts are recorded appropriately within accounting system, investment returns are allocated correctly, and spending allocations are calculated and recognized in appropriate spending fund.  Oversees one fiscal specialist in this area of responsibility.
  • Supports COO in financial presentations to committees as required

Treasury and Investments

  • Forecast and manage cash flow needs for Foundation and Alumni Association
  • Initiates all ACH, wire and EFT transactions
  • Manages purchasing credit cards and credit limits
  • Responsible for recognizing and reporting all gifts resulting from wires, stock transfers or other transfers of securities
  • Oversees and manages accounting and reporting for all investment accounts for the Foundation and Alumni Association

Audit and Tax

  • Coordinates and manages annual audit and tax preparation for both Foundation and Alumni Association.
  • Provides day to day contact for external auditors and tax preparers. 
  • Prepares all schedules and information requests.
  • Attests that all reports and filings are accurate to the best of knowledge


  • Prepares operating budgets for Alumni, Foundation and University Advancement
  • Works closely with COO and staff from Alumni, Foundation and Advancement to ensure accuracy of budget
  • Prepares University personnel budgets and liaises with University budget team for these purposes
  • Serves as budget liaison from UA to BMAC

Administrative and Office Management

  • Prepares and submits all State of Washington statutory required reporting
  • Approves Travel Expense Management (TEM) requests
  • Oversees the TEM system for UA.  Adds/removes users as needed and provides user support as required
  • Oversees, approves and submits State of Washington sales and use tax for Foundation and Alumni Association
  • Oversees IT inventory and ensures technology inventory is appropriate for department needs
  • Assists COO to ensure space utilization is appropriately utilized.

Purchasing and Procurement

  • Oversees day to day procurement of all university departments utilizing foundation funds
  • Ensures appropriate purchasing controls are functioning as intended
  • Ensures reasonableness of purchases for office equipment
  • Oversees purchasing for University Advancement including technology and office furniture
  • Manages inventory of University Advancement supplies
  • Compares purchasing requests with budget availability
  • Administers Emarketplace for University Advancement

Payroll and Human Resources

  • Oversees and approves bimonthly payroll and time inputs for Foundation staff
  • Reviews all Advancement personnel action forms for accuracy and appropriate budget strings
  • Initiate new employee onboarding procedures including; initial HR access(W#), computing/online access, building/key access, phone/long distance access and credit card approval (if applicable)
  • Ensures all employment terminations are completed as appropriate
Required Qualifications
  • Bachelor's degree or higher in accounting, financial management, or related field.
  • Minimum five years of related work experience, including management experience.
  • Proficiency in fund accounting/financial management principles, practices, and procedures.
  • Demonstrated skills in supervision, including employee recruitment, training, development, and performance evaluation.
  • Excellent written, verbal and interpersonal communication skills.
  • Demonstrated ability to cultivate, encourage and manage a diverse, equitable and inclusive work environment
  • Highly motivated team player; able to manage large projects and meet quick deadlines.
  • Ability to understand and communicate complex financial requirements, financial reporting, and audit requirements.
  • Ability to provide a service-oriented approach to all stakeholders, both internal and external.
  • Knowledge of federal tax and regulatory codes relating to tax exempt entities.
Preferred Qualifications
  • CPA certification.
  • Master’s degree in accounting, financial management, or related field.
  • Experience in both higher education environment and non-academic setting strongly preferred.
  • Proficiency in accounting/financial management principles, practices, and procedures as they relate to college and university environments.

$78,147 - $89,250 commensurate experience, including an excellent benefits package. 

As a WWU employee, you would have the opportunity to participate in a variety of benefit programs. WWU is proud to offer a comprehensive program of benefits that include health, dental, vision, life, disability, long term care, retirement plan with matching, educational growth opportunities and time away to balance your personal needs with work and life.

Application Instructions

This search is being assisted by AnotherSource.  AnotherSource works with their clients on a retained project basis to maximize the recruiting process. 

A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications, including your demonstrated ability to encourage diverse work environments.

Please submit your application through the following website:

Closing Date Notes

Application review begins November 4th, 2019; position is open until filled.

Western Washington University (WWU) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, WWU does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. See WWU’s Policy on Ensuring Equal Opportunity and Prohibiting Discrimination and Retaliation. Inquiries may be directed to the Vice Provost for Equal Opportunity and Employment Diversity, Title IX and ADA Coordinator, Equal Opportunity Office, Western Washington University, Old Main 345 (MS 9021), 516 High Street, Bellingham, WA 98225; 360.650.3307 (voice) or 711 (Washington Relay);

WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation, please contact Human Resources Disability Services, 360.650.3774 or 711 (Washington Relay).

Annual Security and Fire Safety Report: This report is provided pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act ("The Clery Act"). It includes statistics for the previous three calendar years concerning reported crimes that occurred on Western's campus; in certain off-campus buildings or property owned or controlled by Western; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. You can obtain a copy of this report in printed or alternate formats by contacting the Office of the Vice President for Enrollment and Student Services at The report can be found at: Annual Security and Fire Safety Report.

All new employees must comply with the immunization policy and show employment eligibility verification as required by the U.S. Citizen and Immigration Service before beginning work at WWU. A thorough background check will be conducted on all new hires.

Job no: 497455
Advertised: Pacific Daylight Time
Applications close:

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