Advancement Office Manager

Carthage College•Kenosha, WI

5d•Onsite

About The Position

The Advancement Office Manager performs vital administration tasks in a highly organized and professional manner and provides an initial point of contact for the Advancement office. Must handle multiple projects simultaneously, be attentive to detail, and assist all members of the office with all current or top priority assignments.

Requirements

One year of administrative/office work experience.
Excellent oral and written communication skills to effectively communicate with employees, students, and faculty members.
Ability to use a personal computer and word processing, spreadsheet, and donor relational database(SLATE) software
Knowledge of and the ability to use a variety of standard office equipment
Must possess excellent organizational skills and ability to communicate with people from diverse backgrounds and experience.
A pleasant, outgoing personality.

Nice To Haves

Bachelor's degree preferred but not required.
Experience working in nonprofits preferred.

Responsibilities

Support for the Vice President for Advancement
Coordinate travel arrangements, including itineraries, lodging, and transportation
Prepare and process expense reports, reimbursements, and reconciliations
Maintain accurate travel and expense records and documentation
Provide administrative support and anticipate executive needs
Manage executive calendars, schedule meetings, and resolve conflicts
Manage the Advancement office calendar, schedule group meetings, and coordinate meeting space and conference call needs
Maintain office supply inventory and oversee office equipment needs
Sort and distribute mail; prepare outgoing USPS, UPS, and FedEx packages
Provide phone coverage and respond to incoming calls as needed
Coordinate onboarding and off-boarding logistics, including keys, badges, parking passes, and business cards
Ensure compliance with records retention policies and submit maintenance requests as needed
Manage office email accounts and assist staff with overflow administrative projects
Coordinate team events, including holiday parties, retreats, and staff recognition activities
Supervise student workers by managing responsibilities such as phone coverage, donation processing, mailings, name tag preparation, and office organization, while collaborating with advancement staff to coordinate student support for mailings, events, and other departmental needs.
Track departmental operating expenses and enter invoices into Workday
Update constituent records in Slate, including contact information changes
Manage the gift processing and acknowledgement process, ensuring timely, accurate recording of gifts and prompt, personalized donor recognition. Oversee coordination between Advancement and Finance to maintain data integrity and a consistent stewardship
Directly supervises up to 10 student workers per semester.
Carries out supervisory duties in accordance with college policies and applicable employment laws.
Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.