Alumni Operations & Office Manager

Florida Atlantic University • Boca Raton, FL

1d • $70,000 - $75,000

About The Position

Florida Atlantic University is seeking an Alumni Operations & Office Manager – Boca Raton, FL. The Division of Institutional Advancement is looking for an Alumni Relations & Office Manager to oversee the administrative and operational functions of the Alumni Office. The Alumni Operations & Office Manager supports the operational and administrative functions of Alumni Relations and Community Engagement, overseeing financial transactions, office operations, facilities coordination, alumni data management, and event logistics. This role serves as a central point of contact for alumni, volunteers, campus partners, and vendors while ensuring efficient, compliant, and service‑oriented operations.

Requirements

• Master's degree from an accredited institution in an appropriate area of specialization; or a bachelor's degree from an accredited institution in an appropriate area of specialization and two years of appropriate experience required.

Nice To Haves

• Proficiency in Microsoft Office suite including Word, Excel, and PowerPoint.
• Experience is in higher education, alumni operations, or a related nonprofit environment.
• Supervisory or team leadership experience.
• Excellent written and verbal communication skills.
• High level of organizational skills and attention to detail.

Responsibilities

• Assists with budget and record-keeping functions for all programs, events, and initiatives of the Alumni Relations and Community Engagement.
• Assists the Foundation staff in handling the processing of alumni deposits and payment requests, account reconciliation, and monthly budget reports for the Alumni-related accounts.
• Responsible for initiating/processing financial transactions in Workday, including but not limited to Spend Authorizations, Expense Reports, Requisitions, and Invoices.
• Serves as the point of contact for facilities work order requests, equipment service requests, department parking meter code, and reservations.
• Serves as project manager for any facility upgrades, working with University Facilities, in executing the overall building vision for the Marleen and Harold Forkas Alumni Center.
• Serves as the Alumni team’s timekeeper and student team member lead, which includes responsibility for: OPS and student hourly time entry, work study coordination, overtime entry and leave entry, correspondence, records management, and monitoring of staff leave and vacations.
• Assists with management of the Alumni Association Board, coordinates the dissemination of Alumni Association materials, and receives funds designated for alumni programs and events.
• Coordinates the activities of the Alumni Association volunteers and handles all phone calls and emails, determining the appropriate disposition for each.
• Processes all phone, mail, and electronic information requests, including membership, address updates, event RSVPs, and the alumni locator service.
• Acts as a liaison between Advancement Services and various campus constituencies requesting alumni reports, labels, lists, etc.
• Coordinates scheduling and logistics for meetings and special events, including on-site supervision before, during, and after the meeting/event, as necessary.
• Supervises student worker(s).
• Manages and/or initiates ordering promotional items, name tags, and alumni recognition plaques, and other necessary purchasing for Alumni and Community Engagement.
• Communicates with vendors and/or University purchasing agents, as necessary.
• Oversees data input for all new Alumni Association members who join – annual, lifetime, through the FAU Campus Store each semester (approximately 5,000+ entries per year).
• Oversees all the collection and deposit of monetary transactions at home tailgate parties during the FAU Football season, and other events in accordance with Foundation policy.
• Processes annual FAU Alumni Association Endowed Scholarship Audit Forms in conjunction with the FAU Foundation.
• Assists with all relevant office mailings.
• Responsible for Alumni Association Board Meeting setup.
• Assumes job-related duties as assigned by the supervisor and the Central Institutional Advancement.

Benefits

• Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP), and much more.
• State retirement options, including tax-deferred annuities and Roth 403(b) plans.
• State employees Public Service Loan Forgiveness (PSLF) program
• Flexible work arrangement plans
• Sick Leave Pool Program
• Paid time off (eligible employees), including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at the President’s discretion).
• Paid Community Engagement Volunteer Service Day
• Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment.
• For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).

What This Job Offers

• Job Type: Full-time
• Career Level: Manager