Advancement Operations and Project Manager

Simmons University • Boston, MA

1d

About The Position

The Advancement Operations and Project Manager provides operational and administrative support to the Vice President of Advancement and the Advancement Office at Simmons University. The position requires discretion, sound judgment, and professionalism in all interactions with internal and external stakeholders. This role is critical in ensuring the efficiency of the Advancement Office by: Managing the Vice President's schedule and daily priorities, Serving as primary liaison between the Advancement Office and the Office of the President, Coordinating travel and meetings for both the Vice President and Advancement activities, Overseeing budgetary processes and financial tracking for the department, and supporting departmental operations and project management.

Requirements

• Bachelor’s degree or equivalent combination of education and relevant experience.
• Minimum of 3-5 years of operational support, preferably in higher education, nonprofit, or advancement/development settings.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with budget management systems.

Responsibilities

• Manage and maintain the Vice President's complex daily calendar, including scheduling meetings, appointments, and events.
• Prioritize and resolve scheduling conflicts to ensure efficient use of the Vice President's time.
• Serve as a primary point of contact for the Vice President, screening calls, correspondence, and requests.
• Support the administration and tracking of the Vice President’s fundraising portfolio.
• Coordinate all advancement-related meetings and travel for the President in collaboration with the Vice President for Advancement.
• Partner with Advancement staff to manage travel arrangements, ensuring alignment with donor visits, cultivation events, and institutional priorities.
• Oversee the preparation, collation, and timely delivery of briefing materials, guest lists, and event details for the President’s advancement activities.
• Ensure seamless communication and collaboration between the Offices of the President and Advancement to support strategic fundraising and engagement goals.
• Arrange domestic and international travel, including transportation, lodging, itineraries, and related logistics.
• Plan and execute meetings, retreats, and special events for the Advancement Office, including agenda preparation, materials, catering, and follow-up.
• Coordinate logistics and materials for advancement department and interdepartmental meetings.
• Track, reconcile, and process the Vice President's expenses and departmental purchases in accordance with college policies.
• Provide oversight of the Advancement budget, including monitoring expenditures, generating budget reports, and assisting with forecasting.
• Serve as liaison with the Finance Office on budgetary matters.
• Manage internal resources and procedures for third party vendors, including contract management and approvals, and budget operations.
• Support Advancement staff with project kick-offs and cross-department coordination as needed.
• Develop and maintain efficient office systems for information management in collaboration with Advancement Services.
• Serve as project manager on cross-departmental projects as needed and identified by the Vice President.
• Ensure the confidentiality of sensitive information related to the Vice President's work and Advancement initiatives.
• Implement onboarding and offboarding activities for Advancement staff.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 101-250 employees