Office Manager

Washington and Lee University•Lexington, VA

19d

About The Position

The Office Manager for Advancement Services and Donor Relations serves as a key administrative partner to the Executive Director of Advancement Services and Donor Relations. The role coordinates schedules, communications, operations, and priorities that support the department’s day-to-day effectiveness, and provides flexible support across departmental priorities and initiatives. The position also supports a dynamic and welcoming environment where people of multiple backgrounds and perspectives can learn, work, and thrive together. This position is non-exempt, full-time, and benefit-eligible. The schedule is 8:30 a.m. to 4:30 p.m., 35 hours per week, with occasional nights and weekends. The expected pay rate is $26.10–$30.27 per hour. Offers are based on qualifications, relevant experience, skills, internal equity, and market and organizational considerations. Washington and Lee University offers a comprehensive benefits package designed to support employees and their families.

Requirements

High school diploma or equivalent.
Three to five years of experience in office management, administrative operations, program coordination, or a combination of education and experience requiring comparable skills.
Ability to handle sensitive information while maintaining a high degree of confidentiality.
Ability to think creatively and work independently, efficiently, and accurately, with great attention to detail.
Ability to exercise good judgment in a variety of situations.
Excellent interpersonal skills.
Ability to communicate effectively, both orally and in writing.
Excellent proofreading, spelling, grammar, and general writing skills.
Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.
Ability to learn new applications and software.
Consistent attendance and punctuality.

Nice To Haves

Demonstrated experience coordinating office operations, managing administrative processes, and independently overseeing areas such as budget and financial coordination, facilities, onboarding and training logistics, or other operational functions in an academic, nonprofit, or corporate setting.
Experience with Box.
Experience with constituent databases, CRM systems, 25Live, or Workday.

Responsibilities

Provide comprehensive administrative support to the Executive Director, including calendar management, scheduling, meeting preparation, correspondence, and follow-up.
Prepare agendas, presentations, reports, background materials, and other documents.
Oversee the annual operating calendar and development budgets; document expenses and manage and maintain budgets effectively.
Track decisions, deadlines, commitments, and follow-up items to support execution of priorities.
Coordinate logistics for meetings, retreats, trainings, searches, and other departmental activities.
Manage purchasing, invoices, reimbursements, office supplies, subscriptions, and related administrative processes.
Coordinate facilities operations for the Rockbridge Building, including work orders, building improvements, maintenance, capital and furnishings expenditures, and related records and budget reports.
Maintain shared resources, records, documentation, and confidential information.
Coordinate administrative logistics for onboarding, departures, searches, and other staffing changes.
Assist new hires with onboarding to Slate and other technology systems, and coordinate training to support their transition.
Assist with Advancement Services and Donor Relations events and initiatives, including event logistics, materials, scheduling, and other administrative support as needed.
Develop familiarity with departmental systems and workflows to provide effective backup support while maintaining confidentiality and data integrity.
Perform other duties as assigned.