Advancement Operations Manager

Embry-Riddle Aeronautical University • Daytona Beach, FL

1d

About The Position

With vibrant campuses in Daytona Beach, FL and Prescott, AZ, plus a Worldwide network across approximately 120 locations, Embry-Riddle stands as the world’s largest aviation and aerospace university. For over 95 years, we've been pioneering education in STEM fields, serving over 11,600 residential students and 19,200 globally in the 2023-24 academic year with cutting-edge programs in Applied Science, Aviation, Business, Technology, Engineering, Safety, Security, and Space. The Opportunity Reporting to the Senior Vice President for Philanthropy and Alumni Engagement, the Advancement Operations Manager is responsible for administering the division’s budget and financial operations, as well as managing the division’s Human Resources functions. The role works closely with the PAE leadership team to ensure fiscal responsibility across the division. Key responsibilities include budgets, forecasts, and financial reports; monitoring individual fundraiser expenditures to ensure compliance with university travel and business expenses policies; onboarding and offboarding division staff; and negotiating and managing division contracts. The Manager also supervises the Daytona Beach PAE Administrative Coordinator and works closely with the Senior Vice President’s Executive Assistant to support division-wide processes.

Requirements

• Bachelor’s degree in business administration, accounting, finance or related field
• 3-5 years of experience in financial administration or budget management
• Strong organizational, communication, and interpersonal skills
• Proficiency in Microsoft Office, with advanced skills in Excel
• Demonstrated confidentiality and discretion in handling sensitive financial and personnel information
• Strong critical thinking and attention to detail, with the ability to analyze data and identify discrepancies
• Proven ability to manage multiple tasks and prioritize effectively in a dynamic environment

Nice To Haves

• Experience in higher education or nonprofit sectors
• Proficiency with Workday Financial Management and Salesforce (CRM and advancement platform)

Responsibilities

• Manage the UADV expense budget of approximately $1.4 million, including oversight of revenue and expenses and ensure accurate departmental financial reporting.
• Collaborate with the Accounting and Budget offices to develop annual budgets, validate posted transactions, and ensure compliance with University financial policies and procedures.
• Track and monitor spending by frontline fundraisers, and prepare monthly financial reports for PAE leadership, including budget-to-actual spending and recommendations for re-forecasting, as needed.
• Negotiate and manage vendor contracts, ensuring timely payment processing.
• Prepare and submit procurement and budget documentation such as bid waivers, purchase requisitions, budget amendments, new vendor setups, and miscellaneous payments.
• Process purchase requisitions and assist PAE staff with expense reports and procurement card verifications, ensuring accuracy and compliance with University policies.
• Collaborate with the Controller’s Office, by utilizing their financial reports to identify underspent funds and notify Donor Relations to ensure private, non-scholarship funds are allocated properly and spent in accordance with gift agreements.
• Provide oversight of the Philanthropy & Alumni Engagement strategic plan by tracking funding progress and preparing updates for the President’s Office and Board of Trustees.
• Provide the University Budget Office with revenue projections, budget forecasts, strategic initiative spending updates, and fiscal year budget spreads.
• Maintain an up-to-date PAE staff position roster in coordination with HR and the Budget Office, and process annual raise letters for PAE staff.
• Serve as the primary HR liaison for the Philanthropy & Alumni Engagement division, acting as the point of contact between PAE leadership and Human Resources.
• Assist with recruitment activities for the division, including posting job openings, reviewing resumes, coordinating virtual and in-person interviews, and supporting onboarding for new hires.
• Manage staff off-boarding processes in coordination with Human Resources, ensuring timely completion of required documentation and access changes.
• Serve on PAE candidate screening committees and participate in the evaluation and selection of candidates for division roles.
• Serve as a member of the Philanthropy & Alumni Engagement leadership team, contributing to operational planning, staffing discussions, and division-wide initiatives.
• Mentor and supervise the Daytona Beach Administrative Coordinator, providing guidance and support to ensure effective performance and professional development.
• Train staff on University policies, procedures, and systems to ensure compliance and operational efficiency.
• Delegate ad hoc projects as needed to support division priorities and enhance administrative capacity.
• Serve as a member of the PAE leadership team, contributing to strategic planning and operational decision-making.
• Partner with the Senior Vice President and CFO’s Office to conduct ad hoc financial analyses and support special projects as needed.
• Assist with departmental special events and initiatives, providing logistical support to ensure successful execution.

Benefits

• Health Benefits: Experience comprehensive medical, dental, and vision coverage, along with wellness programs that include preventive care and fitness memberships. Our flexible spending and health savings accounts simplify managing healthcare costs. Join a workplace that prioritizes your health—because your journey to wellness should be rewarding!
• Tuition Coverage: Get 100% tuition coverage for yourself for one undergraduate and one graduate degree, and discounted rates for your spouse and dependent children up to age 26.
• Retirement Contributions: ERAU contributes an annual 6% gift of your base salary to your retirement plan and offers a 4% matching contribution, with no vesting period.
• Generous Time Off: Relax with 18 days of personal leave in your first year. Enjoy 9+ paid holidays, including the day after Thanksgiving and the week between Christmas Eve and New Year’s Day.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Number of Employees: 1,001-5,000 employees