Advancement Operations Manager

About the position

The Advancement Operations Manager provides executive level administrative support for the Advancement Team. The Operations Manager oversees all administrative processes essential to the successful functioning of the Advancement Office. This includes supporting advancement specific programs, maintaining calendars and databases, coordinating events with advancement team members, and reconciling expenses. Additionally, the position serves as the coordinator for the Dean's Advisory Board and Alumni Board Meetings.

Responsibilities

• Maintains schedule and calendar, including the scheduling of appointments, meetings, and travel.
• Monitors deadlines and brings them to the attention of the appropriate individual.
• Administers and performs executive support functions to include: preparing meeting agendas; arranging meetings requested by the Senior Advancement Director; and logistical set-up, ordering of food, and preparation and or collection of materials needed for the meeting.
• Maintains database of business contacts acquired from meetings.
• Creates briefing materials for the Dean, faculty, and other volunteers participating in donor/prospect visits.
• Performs minor research on donors/prospects by request.
• Trains on development database and supports Advancement team with reports and other tasks as needed.
• Serves as office manager for CEC Advancement team including, but not limited to, answering phones, taking messages, greeting visitors, and maintaining office supplies.
• Serves as coordinator for any recruitments for the Advancement team.
• Manages Scholarship program for CEC Advancement.
• Works closely with CEC Advancement team to administrate the scholarship process for CEC.
• Provides information on available scholarships to the Scholarship Committee.
• Compiles information on the scholarship recipients to share with donors.
• Sends annual reports on scholarships to CEC donors.
• Runs bi-monthly reports on donations to CEC.
• Coordinates with Dean's office, Divisional Deans, or Department Chairs when needed.
• Assists as needed with the annual calendar of CEC Advancement events, programs, and activities, some of which occur on weekends and evenings.
• Works with the Advancement team and CEC communications leadership, as well as with Central Advancement, to create marketing materials specific to each event.
• Handles processing all payments related to Advancement events.
• Processes reimbursement vouchers for CEC Advancement team.
• Reconciles P-Card and foundation credit cards for Advancement.
• Reconciles both State and Foundation accounts.
• Manages the travel system and process for Advancement.
• Maintains the CEC Advisory Board listserv and member roster of the full board, each committee or task force, and any other subset of the membership.
• Prepares appointment letters from the Dean for candidates recommended by the nominating committee.
• Arranges board meeting venues, including food and beverage, room set-up, and technical equipment.
• Takes minutes at Board meetings and prepares a written summary of matters discussed.
• Sends invites for Board meetings to appropriate CEC faculty and staff.

Requirements

• High school diploma or equivalent.
• Administrative experience.
• Demonstrated experience in successfully planning events.
• Demonstrated experience in successfully managing multiple projects at a time.
• Effective oral and written communication skills.
• Effective organization and time-management skills.
• Demonstrated interpersonal skills.
• Ability to take initiative, work independently, and meet deadlines.
• Ability to handle sensitive and confidential matters with appropriate discretion.
• Attention to detail and follow-through.
• Proficiency in Microsoft Office suite.
• Ability to work evening and weekend hours for events as needed.

Nice-to-haves

• Bachelor's degree in related field.
• Experience working in higher education.
• Experience with advancement software and/or databases.
• Demonstrated experience developing and executing fundraising strategies.
• Demonstrated experience working in advancement in higher education or for a not for profit.
• Ability to work effectively with diverse groups of alumni, faculty, staff, donors, students, and colleagues throughout the university.