What are the responsibilities and job description for the Office Manager, Advancement Operations position at University of San Diego?
Duties
and Responsibilities :
Advancement Operations
Coordinate acceptance of all checks and gifts received in advancement from cashier and other campus units as well as external sources (mail, online, etc.).
Code and process mail, telefunding, and online donations for AS daily.
Process telefunding credit card transactions for AS and Finance Office daily.
Manage telefunding process in the morning : run Talkdesk pledge batch reports and prepare telefunding pledge letters and credit card thank you letters for Telefunding Center manager.
Manage relationships with campus partners (marketing, Mail Center, advancement information systems, etc.) and external vendors to ensure that all elements of direct mail solicitations are carried out in a timely, efficient, and quality manner. This includes requesting, extracting, and preparing data; choosing, managing, and processing payment remittance for the vendors; providing the theme and copy for the solicitation; overseeing implementation, and analyzing results.
Implement and manage shared communications calendar integrating Annual Giving solicitation activities with other messaging from Alumni Relations, Athletics, and Career Services.
Work with campus partners to create event registration forms on CRM platform and monitor gifts generated through the event.
Communicate with donors and / or appropriate director of development to ensure the donor’s intent is fulfilled.
Create and maintain online giving and event forms in GiveCampus, as needed, with updates from campus partners and vendor fixes.
Maintain designation collection within CRM platform and manage university-wide appeal code tracking system.
Office Management
Regularly meet with the AVP on strategic initiatives, institutional priorities, and for updates and direction; support the AVP in leading an effective senior management team.
Oversee the daily activities and needs of Advancement Operations and Annual Giving, shifting priorities as appropriate; complete office assignments and projects in a timely and thorough manner.
Coordinate staff-related activities and meetings for departments reporting under and coordinating with Advancement Operations; take comprehensive notes and produce action items / relevant takeaways for cascading dissemination.
In conjunction with the division’s director of finance and administration, ensure all departmental personnel needs are met including onboarding new employees under the purview of Advancement Operations, coordinating training and performance evaluations, and communicating processes.
Generate departmental correspondence; maintain files, both hardcopy and electronic; compile and prepare various and regular departmental reports; maintain subscriptions and memberships; archive records as appropriate.
Train, motivate, supervise, and evaluate assigned student workers.
Coordinate office moves, maintenance and repairs (carpet, painting, etc.) by submitting work order requests and updating DAC operations coordinator.
Answer and screen phone calls and personally provide requested information or refer calls to appropriate staff; greet and assist visitors, vendors, and associates.
Communicate and direct confidential information to appropriate personnel.
Coordinate mail delivery with Mail Center and DAC operations coordinator; monitor incoming and outgoing mail with specific attention paid to remittance envelopes and contributions.
Inventory office supplies and purchases as needed for the department.
Provide exceptional customer service to donors and constituents; maintain a professional, diplomatic, and cheerful demeanor in all situations.
As determined by the AVP, perform other duties as assigned.
Budget Management
Manage the allocation and reconciliation of Advancement Operations’ departmental budgets totaling over $2 million in operational and personnel resources; oversee administrative support staff on Law Annual Fund, Telefunding, and AS accounts.
Track and update the Advancement Operations budget for each activity, initiative, and campaign; process and monitor with accuracy all departmental expenditures and revenue for Annual Giving.
Develop detailed monthly financial reports, anticipate departmental needs, forecast budget projections, and advise the AVP and project managers on current budget status.
Remit expenses in Workday, determine fiscal needs and create budget transfers, prepare journal entries to reallocate expenses, as needed, and collaborate with the division’s director of finance and administration on budget planning and appropriations.
Perform all accounting activities : prepare purchase requisitions, payment transactions, Concur expense reports, independent contractor evaluation forms, and revenue deposits; prepare and renew annual service contracts.
Adhere to the policies and procedures set forth by Finance, Accounts Payable, Torero Travel & Expense, Procurement, and General Counsel.
President’s Club Renewals
Prepare monthly President’s Club renewal spreadsheets with data from CRM system to distribute to development officers.
Communicate directly with directors of development to determine ask amounts and designations for renewals.
Compile development officer responses and prepare mail packages for first, second, and third President’s Club renewal efforts.
Prepare solicitation packets for development officers, as needed, for their personal solicitation meetings.
Special Conditions of Employment :
Due to the type of work of University Advancement and Advancement Operations, the successful candidate must have the ability to maintain a professional demeanor, utilize tact and discretion, and maintain the strictest confidence. A strong working knowledge of computer applications is essential.
Background check : Successful completion of a pre-employment background check.
Degree Verification Requirement : Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
Job Requirements :
Minimum Qualifications :
Requires high school diploma.
Minimum of five years administrative / executive support experience including a strong understanding of standard office procedures and best practices, equipment, and business / professional ethics. A bachelor's degree from an accredited college or university may substitute for up to two years of work experience, at the rate of two years of education is equivalent to one year of work experience.
Excellent written and oral communication skills required as well as exceptional critical listening and thinking skills; must exhibit attention to detail with a high degree of accuracy.
Strong command of the English language including grammar, spelling, punctuation, formats, proofreading, and syntax.
Must be able to work independently, with the ability to take initiative and ascertain priorities in a dynamic environment of regular interruptions, multiple projects, and deadlines.
Ability to problem solve and anticipate the needs of the department; be responsive and flexible in order to contribute to evolving work situations.
Must possess excellent interpersonal, organizational, and time management skills.
Must have familiarity with accounting / bookkeeping principles and functions.
Advanced proficiency with MS Office programs and Google applications; experience with CRM platforms with an emphasis on relational databases; ability to learn new computer programs and adapt technology quickly and efficiently.
Must be friendly and personable; mature, positive attitude; a team player.
Preferred Qualifications :
Bachelor’s degree.
Experience within a higher education annual giving department.
Performance Expectations - Knowledge, Skills and Abilities :
Commitment to working as a member of a team and collaborate with colleagues.
Strong sense of integrity and ethical conduct.
Cultural competency and sensitivity a must; ability to understand different cultural contexts and viewpoints, demonstrate respect for others, adapt to different cultural settings; and accept cultural differences.
Ability to exercise sound judgment and independent initiative on a wide range of assignments and special projects.
Ability to streamline operational efforts and develop standardized process.
Strong interpersonal skills and professional personal presentation; deals effectively and diplomatically with diverse personalities; maintains discretion and confidentiality in all interactions.
Communicate with clarity, and maintain an attitude that conveys respect, cooperation, honesty, and resourcefulness.
Ability to supervise, teach, and motivate people.
Familiarity with university history, departments, fiscal procedures, and personnel policies.
Ability to work some evenings and weekends for events and programming, as needed.
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