Office Manager

Washington and Lee University•Lexington, VA

18d•$25

About The Position

The Office Manager is responsible for the administrative workflow and logistics for Lifelong Learning events and programming. They will help execute for four key initiatives: Alumni College programs, weekend campus programs, the W&L Travel program, and W&L At Home. The Office Manager also provides administrative support for the Director and Associate Director and is a welcoming initial point of contact for Lifelong Learning Programs participants and campus partners. W&L’s Lifelong Learning program offers a wide range of opportunities to engage, discover, and connect. Alumni College features 3–5 in-depth academic programs on campus each July, along with three weekend seminars held during the academic year. The W&L Travel Program hosts 12–14 educational journeys annually, both within the U.S. and abroad. W&L at Home delivers dynamic virtual offerings, including a podcast series, webinars, and a book club. Together, these programs invite alumni, parents, and friends of the university to share in meaningful, enriching experiences that strengthen lifelong connections to the W&L community.

Requirements

High school diploma or equivalent is required.
Three to five years of administrative support or event coordination experience or a combination of experience and education for which similar skills would be required.
Ability to think creatively, and work independently, efficiently, accurately, with great attention to detail.
Must have the ability to exercise good judgment in a variety of situations.
Excellent interpersonal and customer service skills.
Excellent written and verbal communication skills and strong organizational capabilities.
Proficiency with Microsoft Word, Excel, Access, PowerPoint, Publisher, and Outlook is required and experience with Box is preferred, as well as the ability to learn new applications and software.
Must be available to work some weekend and evening hours when the office is hosting on-campus programs.

Nice To Haves

Demonstrated experience with event planning and/or complex travel planning in an academic, non-profit, or corporate setting is preferred.
Experience with CaterTrax, 25Live, or Workday preferred.

Responsibilities

Assists the Director with annual budget preparation.
Monitors budgetary accounts throughout the year and makes recommendations as appropriate.
Pays bills, prepares invoices, and processes expenses.
Manages the Director’s receipts for Workday processing.
Manages the office’s communication flow with constituents, participants, colleagues, and partners.
Serves as the first point of contact for office and directs inquiries within the team as appropriate.
Manages workflow for Lifelong Learning publications, including the catalog
Compiles and distributes program materials for Law & Literature, Alumni College, weekend seminars, and website materials
Coordinates accreditation for programs as required.
Coordinates scheduling, meal plans, housing, hospitality information, meals, and room assignments for Alumni College and all weekend seminars.
Fields and satisfies questions from program participants about these logistics.
Facilitates training, adoption, and application of Slate, Monday, and Qualtrics platforms for survey creation, workflow management, data entry, and data analysis.
Imports and exports constituent data and lists to and from Slate
Produces reports for tour operators, (e.g. Travel Reports, mailing lists, registration data) and procures trip information and brochures from operator partners.
Coordinates with Special Events, Housing, Facilities, and other offices to execute on-campus programs, including day-of staffing and logistics ( work orders, catering, event manager, room setup, marketing, contracts)
Plans Family Adventure programming
Hires, trains, and supervises student workers.
Provides program hosting support for the Director and Associate Director of Lifelong Learning
Supports the Director in designing and implementing virtual Book Club events
Other related duties as assigned.