Institutional Advancement Office Manager

Campus

Institutional Advancement Office Manager

FLSA Status: Nonexempt

Reports to: Vice President of Institutional Advancement

Job Summary:

We seek a highly organized and proactive Office Manager to provide exceptional support and ensure the smooth operation of the Institutional Advancement office. This individual will serve as a trusted partner to leadership, manage day-to-day administrative functions, and create an efficient, welcoming environment for staff and visitors alike. The ideal candidate thrives in a fast-paced setting, balances attention to detail with big-picture thinking, and brings both professionalism and a positive, solutions-oriented mindset to every task.

Duties and Responsibilities:

· Conducts prospect research in collaboration with the Vice President of Institutional Advancement and the Director of Major Gifts to identify and document potential and current donors.

· Coordinates and prepares travel arrangements for the Vice President of Institutional Advancement and the Director of Major Gifts.

· Answers incoming phone calls for the College each afternoon and routes them appropriately.

· Prepare working documents and record minutes for the Development Committee.

· Provides support for a variety of departmental projects as needed.

· Contribute to the proper maintenance of estate files, Stockard Society materials, and related records.

· Processes requests from donors, alumnae, and P.E.O.s.

· Ensures database integrity by managing process and workflow for the accurate and timely recording of updates.

· First point of contact for all visitors and callers to the office.

· Prioritizes and routes correspondence within the department.

· Manages office inventory and supply needs.

· Provides assistance as a proactive team member during events and IA initiatives.

 

Knowledge, Skills, and Abilities:

· Ability to use correct English usage, grammar, spelling, and punctuation.

· Knowledge of modern office methods and procedures for telephone communications, filing and record keeping.

· Skilled in computer usage and proficient in software for word processing, spreadsheet and data base management (literacy with all Word products preferred).

· Knowledge of modern business communication, including style and format of letters, memoranda, reports, and minutes.

· Ability to establish priorities, work independently, and proceed with objectives without supervision with speed and accuracy.

· Ability to manage multiple tasks and work under pressure.

· Ability to meet the public tactfully and courteously answering questions in person and over the telephone.

· Ability to communicate effectively with all segments of the community.

· Ability to be a punctual and dependable member of the IA team.

 

Credentials and Experience:

· Associate degree preferred

· Three to five years of experience in an office setting

 

Note:

· This is a full-time, in-person position.

· This job description should not be construed to imply that these requirements are the exclusive standards of the position. The employee is expected to follow instructions and perform any other related duties, as may be required.