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Senior Manager of Foundation Finance and Operations

Oakton College
United States, Illinois, Des Plaines
1600 East Golf Road (Show on map)
May 05, 2024

Department: Educational Foundation
Locations: Des Plaines, IL
Posted: Feb 20, 2024
Closes: Jun 30, 2024 - 11:59 PM EDT
Type: Full Time Staff
Position ID: 172846


About Oakton College :

For 50 years, Oakton College has been the setting where thousands begin or continue their college or career studies. Educating people of all ages, from all walks of life and from more than 40 nations, Oakton focuses on improving the quality of life for everyone who enters its doors.

We offer:

  • Hyrbrid Work Schedules
  • Continuing Education
  • Great Benefits
  • Paid Winter Break
  • FRIDAYS OFF during the Summer

Job Description:

Basic Function and Responsibility:

Responsible for providing financial leadership to ensure sound fiscal practices that enable streamlined operations in, and provide scalability to, the advancement services functions of the Foundation. Performs all accounting functions, management of investment services and annual audit activities, and provides financial advice and information to Foundation leadership and the Foundation's Board of Directors.

Characteristic Duties and Responsibilities:

  • Oversees and manages daily work activities of the Foundation's business operation including determination of fiscal policies and procedures to cover all strategic financial management, accounting, auditing, financial, budgeting, investment and treasury functions of the corporation. Maintains financial and operational aspects of the Council for Advancement and Support of Education (CASE) Checklist for Institutionally Related Foundations to ensure compliance with State laws and best practices.
  • Exercises independent judgment in assisting Chief Advancement Officer in creating and monitoring the foundation and college budgets to ensure responsible utilization of financial resources.
  • Manages investment portfolio of the Foundation, valued at more than $20 million. Formulates, proposes for Board approval, and implements investment policies including the establishment of risk parameters. Responsible for oversight of reconciliation between investment custodian and the board's financial oversight committee. Manages process of subscription and redemption of investments and the proper allocation of investment earnings/losses and fees. Leads process for selection of investment and banking custodians.
  • Conducts annual spend analysis in accordance with Foundation policy and makes recommendation for endowment spending.
  • Prepares data for, and participates in, industry surveys related to investment performance and benchmarks performance against appropriate peer group, including the NACUBO-TIAA Study of Endowments.
  • Manages cash and all assets. Performs cash flow analysis, revenue forecasting, and liquidity assessment.
  • Proficient in all aspects of fund accounting and all pertinent GAAP, including Sarbanes-Oxley, FASB, and UPMIFA compliance as well as CASE fundraising and campaign reporting standards in accordance with the CASE Reporting Standards and Management Guidelines for gift recording. Ensures legal and regulatory compliance for all accounting and financial reporting functions.
  • Manages accounts payables, payment processing, collections and fraud prevention functions. Sends pledge reminders and conducts collections as needed.
  • Reconciles all bank statements monthly.
  • Develops and maintains accounting records for all funds, including contributions, expenditures, interest earnings (if eligible), fees (if appropriate), and transfers as needed. Prepares and validates financial data required for annual donor reports.
  • Prepares the month end closing journal entries and makes adjustment journal entries as necessary. Reviews and posts all journal entries to the general ledger. Reviews and reconciles general ledger accounts to the subsidiary ledgers.
  • Prepares monthly financial statements and reports on the Foundation's fundraising efforts and financial/operational health. Assists in preparation of, and analysis related to, fundraising event and activity revenue and ROI.
  • Oversees the processing and acknowledging of gifts, pledges, pledge payments, matching gifts, tribute gifts (in honor/memorial), online gifts, stock gifts, gift-in kind, and other contributions to the Foundation. Monitors the timeliness and efficiency of gift processing, assuring all corresponding links to the database are updated and maintained as gifts are processed.
  • Coordinates and supports the successful completion of an unmodified audit annually. Prepares and reviews all Federal reporting requirements, including the IRS 990 and ILAG990, and submits reports and extensions as appropriate by the deadline. Responsible for leading the process to retain, and work with external accounting services provider in the completion of these activities.
  • Organizes and utilizes the Financial Edge database for financial record management, including creation and maintenance of GL chart-of-accounts, new projects/funds to track restricted contributions, postings, accounts payable, budgeting, investment allocations, encumbrances, and receivables for the foundation.
  • Serves as staff partner to, and facilitates the work of, the Foundation Board's Finance and Investment committee including recommendation of financial and investment policies. Collaborate with Sr. Manager of Annual Giving to support the Foundation's Programs committee. Attends Foundation Board meetings, Finance & Investment Committee meetings, and others as requested.
  • Manage the Foundation's internal grant and awards programs. Oversee and execute grants program related to establishing application guides, selection criteria and committee, awardee orientation and communication throughout the grant period. Coordinate with Oakton's Business and Finance office and the Foundation Board's Programs and Finance & Investment committees for spending and payment.
  • Collaborates with the Foundation's Raisers Edge database administer and the college's business and accounting offices to perform needed functions.
  • Leads selection of and oversees vendor relationship with credit card merchant and makes recommendation.
  • Provides leadership and manages staff in handling confidential materials.
  • Perform other job-related duties as assigned.


Hiring Qualifications and Working Conditions:

  • Bachelor's degree in Accounting, Business Administration or related field, or an equivalent combination of education and experience is required.
  • CPA or advanced experience in charitable foundation fund accounting required.
  • Three (3) years of people management experience, coaching, setting goals and managing employees' performance required.
  • Five (5) years of progressively increasing responsibility in accounting field; preferably in education or other non-profit organization. Experience with fund accounting for a 501(c) organization is preferred.
  • Competency with finance / accounting software applications required. Knowledge of Blackbaud's Financial Edge software preferred.
  • Demonstrated knowledge of accounting principles and best practice.
  • Proficient in database, spreadsheet and word processing software packages in Windows environment required.
  • Requires ability to mentally attend and visually concentrate on a significant amount of detail work.
  • Ability to work evenings and weekends as needed and travel between campuses and to off-campus events.
  • Ability to interact professionally and tactfully with people of different levels of education, cultural backgrounds, and life experiences, and to exhibit an adequate level of respect to fellow employees and the College community at large.

Physical Demands:

Mobility to move from building to building on-Campus and to visit off-Campus entities. Work is performed in a general office environment and is sedentary in nature. Little or no exposure to adverse working conditions.

Additional Information:

Supervision Received:

Administrative supervision is received from the Chief Advancement Officer.

Supervision Exercised:

Functional supervision of Database and Advancement Services Manager and Advancement Services Specialist, plus student employee(s).

HOURS: Monday - Friday 8:15 am -5:00 pm

SALARY RANGE: $95,000 - $105,000

Based on the needs of the college and with Administrator approval, some positions at the college may have hybrid schedule options available after 30 working days.

Application Instructions:

For further details, visit our website at www.oakton.edu and select the Employment link to view Employment Opportunities.

Please be sure to have a current resume, cover letter, and list of, at least, three (3) professional references with contact information prepared to submit with your application.

Oakton College is an equal opportunity, affirmative action institution, committed to employing competent, qualified individuals. Oakton College does not discriminate on the basis of race, color, creed, religion, national origin, disability, age, marital status, military status, socioeconomic status, sex or gender, gender identity, or sexual orientation in admission to and participation in its educational programs, college activities and services, or in its employment practices.

Posted positions may be removed from the Oakton website without notice when it is determined that no additional applicants are required.

Full consideration given by April 24, 2024

Oakton is accessible by public transportation.

Out-of-State Employment Defined

Oakton College's primary location of operation is in the state of Illinois. An "out-of-state employee" is defined as an employee of Oakton College whose primary work location is outside of the state of Illinois. State taxes, employment tax, and worker's compensation provisions vary from state to state and require payroll compliance with these various rules.

Allowable States for Out-of-State Employment

All employees must maintain their primary residence in Illinois, Indiana, or a reciprocal state with Illinois. Reciprocal states include Iowa, Kentucky, Michigan, and Wisconsin. Illinois has tax agreements with these reciprocal states. Employees may have their primary residence in Indiana since Indiana is adjacent to Illinois.