Operations Coordinator, OAEAG

$41,995 - $62,005/Yr

Syracuse University - Syracuse, NY

Full-time - Entry Level

Syracuse, NY

Educational Services

About the position

The Operations Coordinator for the Office of Alumni Engagement and Annual Giving (OAEAG) at Syracuse University plays a crucial role in supporting the Vice President and other Directors with their daily administrative tasks and operational needs. This position is integral to the smooth functioning of the office, focusing on financial processes, customer service, and event support. The coordinator will manage the operating budget, which includes overseeing requisition requests, vendor payments, and credit card reconciliations. Additionally, the role involves developing reports that inform benchmarking and reporting activities related to engagement outcomes, ensuring that the office operates efficiently and effectively. In this role, the Operations Coordinator will also manage the VP's calendar and coordinate administrative operations with the Syracuse University Alumni Association (SUAA) Board of Directors. The position requires responding to constituent inquiries through various channels, including mail, email, and in-person interactions. The coordinator will liaise with colleagues in the Division of Advancement and External Affairs, ensuring that all communications and operations align with the university's strategic goals. The successful candidate will be responsible for managing the operations of the Alumni Center facility and supervising student workers. This includes hiring, scheduling, and evaluating work-study students to support the office's operations. The coordinator will also oversee the alumni card process and ensure that all office inventory is managed effectively. This position requires a proactive approach to problem-solving and the ability to work independently while also collaborating with a diverse team.

Responsibilities

• Manage, oversee, and support financial operations for the OAEAG team.
• Prepare and submit financial reimbursements, reconcile employee travel expense reports and credit cards for staff.
• Coordinate vendor approval and payment process.
• Submit monthly reports as required by Advancement and External Affairs Budget Office.
• Oversee annual completion of relevant Form 990 information, as required by the IRS.
• Serve as liaison to campus administrative offices including: Advancement and External Affairs Budget office, Purchasing, Payroll, Human Resources, Disbursements, Comptroller.
• Interface with vendors, project manage and provide logistical support for all orders for large scale mailers/supplies, communicate with external vendors, and SU Disbursements to ensure timely execution.
• Manage all office inventory; ordering, accounting, storage (in-house and remote), counts, and archiving.
• Coordinate the production and mailing/distribution of various communications.
• Review, edit and archive all materials generated, including brochures, letters, e-communications, web-based content, and others as they arise.
• Maintain the appeal sample library including generating digital copies and adding them to appeal records in CRM for general use and knowledge.
• Provide timely, accurate, appropriate responses to incoming queries via phone, mail, and email to general inboxes and voicemail boxes for the OAEAG office consistent with established protocols.
• Report/record interactions or contact information updates in Citrus.
• Maintain shared calendars (via Outlook, web, and/or other technologies) that support collaboration across OAEAG.
• Provide administrative support to the Vice President of Alumni Engagement and Annual Giving as well as their team; maintain the VP calendar and prepare meetings and/or travel materials as needed.
• Support administrative operations related to the SUAA Board of Directors and its committees, which may include virtual and/or in-person meeting coordination, document preparation, and/or compilation of meeting agendas and minutes.
• Ensure seamless operations of the Alumni Center and oversee the process of hiring, scheduling, supervising and evaluating work-study students to support the operations of OAEAG.

Requirements

• Bachelor's degree preferred, or Associate's degree and 2+ years of relevant experience.
• Three (3) plus years of experience in operations or administrative management is required.
• Demonstrated knowledge of higher education administrative systems and related business principles is preferred.
• Excellent interpersonal and communication skills are required.
• Outstanding customer relations, organizational, and financial management skills.
• Proficiency with MS Office suite, and web platforms.
• Excellent organizational and time management skills.
• Must have a valid driver's license.
• Adept knowledge of budgeting, financial reporting, and/or accounting procedures.
• Strong organizational and interpersonal skills, including diplomacy, tact, discretion, and the ability to maintain the utmost confidentiality inside and outside the Division of Advancement & External Affairs.
• Must be able to work independently yet interact with a team and show initiative.
• Effective verbal, written and digital communications skills.
• Experience in working effectively in an environment requiring balancing multiple competing deadlines and priorities.
• Experience in interacting professionally with a diverse population within a variety of administrative levels.
• Ability to work with various vendor partners to support events, this includes all ordering, communications, and inventory management.

Nice-to-haves

• Experience with CRM tools and MS Office suite.
• Ability to travel to support events which may take place outside of standard business hours.