Office for Institutional Advancement Office Manager

POSITION OVERVIEW

The Office for Institutional Advancement (OIA) Office Manager is integral to the success of Westminsters advancement program supporting the departments general operations and the OIA Leadership Teams needs. The individual must enjoy working in a mission-driven results-driven relationship-focused and community-oriented environment. The Office Manager will have the opportunity to work both independently and collaboratively on a variety of projects within the OIA and must be able to handle a wide range of activities with optimism discretion and the highest level of professionalism.

Supervisor: Associate Vice President for Strategic Communications and Events

Supervisory Responsibilities: None

Position Status: Salaried non-exempt full-time regular 12-month

Hours of Work: Monday through Friday with core hours from 8:00 a.m. to 4:30 p.m. Occasional evening and weekend work may be required as job duties necessitate. This position is not eligible for the Remote Work Arrangement.

REQUIREMENTS AND QUALIFICATIONS

The requirements below outline the knowledge skills and abilities expected of a successful candidate.

• Embraces the mission and strategic priorities of The Westminster Schools
• Upholds and models the core values and operating principles of Westminsters OIA (Courage Curiosity Gratitude Impact and Ownership).
• Respect a work environment that values and champions diversity equity inclusion and belonging for all.
• Bachelors degree required
• Employs a donor-centric and relationship-focused mindset that informs responsibilities and activities.
• Ability to work with and command the respect of the Schools administrative team faculty volunteer leadership and other high-level executives.
• Technical literacy and comfort in manipulating and analyzing complex data.
• Strong communication skills and ability to work effectively in a dynamic environment.
• Well-developed critical and problem-solving skills.
• Strong and positive interpersonal skills including tact diplomacy confidentiality and judgment.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly and with excellent attention to detail.
• Highly resourceful team player with a positive attitude proactive approach creative spirit and the ability to be extremely effective independently.
• Proven ability to handle confidential information with discretion be adaptable to various competing demands and demonstrate the highest level of customer service and response.
• High degree of competency with Microsoft Office and Google Suite software CRM databases (preferably Raisers Edge) and proficiency with project management software (preferably ASANA)
• Knowledge and experience with a Mac environment preferred
• Growth mindset with active engagement in individual and departmental professional development and best practices.
• Commitment to continually advancing the positions impact on both the OIA and the Westminster community.

ESSENTIAL RESPONSIBILITIES

• Serves as the primary point of contact for the OIA greeting and supporting visitors and directing them accordingly.
• Provides a full range of administrative and strategic support to the Associate Vice President of Strategic Communications and Events.
• Manages the AVP of Strategic Communication and Events calendar and schedule to reflect the highest priorities. Ensures the AVP is fully briefed and prepared with the appropriate materials for daily meetings.
• Works closely and effectively with the AVP of Strategic Communication and Events to keep them well informed about upcoming commitments and responsibilities following up as appropriate.
• Works closely with the OIA Leadership Team the Executive Assistant to the Vice President for Institutional Advancement and the Talent Manager to coordinate plan and support departmental meetings retreats and other events.
• Supports the AVP of Strategic Communication and Events with correspondence itineraries travel arrangements and other related tasks anticipating and addressing their needs.
• Develops excellent knowledge of Westminsters goals priorities and programs.
• Embraces the mission vision and strategic priorities of Westminster and the Office of Institutional Advancement (OIA).
• Monitors and directs special projects as assigned by the AVP of Strategic Communication and Events or the Executive Assistant to the VP for Institutional Advancement and Talent Manager.
• Performs other duties as assigned.

Operational Team and Committee Support:

• Provides support to the Executive Assistant to the VP for Institutional Advancement and the Talent Manager in the coordination of work related to Board Committees.
• Provides support for specific initiatives led by the OIAs Communications and Events operational teams as directed by the AVP for Strategic Communications and Events
• Organizes logistics for various Committee meetings including gathering meeting materials collecting RSVPs and coordinating communications with committees.

Fiscal Management:

• Supports the Executive Assistant to the VP for Institutional Advancement and Talent Manager in developing the teams annual budget as well as quarterly reports for the OIA Leadership Team on budget status.
• Codes and processes expense receipts for all general office needs as well as for the AVPs on the Schools purchasing card system.
• Manages and processes department invoices.

Office and Facilities Management:

• Collects content for develops and distributes the OIA Weekly Update email.
• Manages and restocks office and kitchen supplies as needed. Creates and monitors the KP Duty schedule.
• Coordinates work orders and ensures requests are completed on time.
• Helps maintain the Employee Resource Guide in coordination with the Executive Assistant to the VP for Institutional Advancement and the Talent Manager and updates employee contact information birthdays work anniversaries and other relevant details.
• Responds to the general OIA inbox and answers incoming phone calls directing them to the appropriate OIA staff member.
• Serves as departmental liaison to Facilities and IT.
• Provides coverage at the Barge Commons front desk as needed.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

While performing the duties of this position the employee is required to sit; stand; walk; use hands to finger handle and feel objects tools or controls; reach with hands and arms; climb stairs; balance; stoop kneel crouch and crawl; talk and hear; engage in moderately strenuous physical activity both indoors and out. The employee may occasionally lift or move up to 20 pounds. Specific visual abilities required for this position include close distance and peripheral vision depth perception and the ability to adjust focus. The ability to become certified in CPR AED and First Aid is required.

While performing the duties of this position the employee may occasionally be exposed to outside weather conditions and frequently walk on slippery or uneven surfaces. The noise level in the work environment is often loud.

Westminster is a drug-free smoke/vape-free campus.

TRAVEL

Travel is primarily local during the regular business day. Overnight and out-of-area travel may also be required primarily for planned events conferences and professional development opportunities.

Driving a Westminster vehicle may be required for this position.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Westminster is committed to the principle of equal opportunity in employment. It is Westminsters policy to provide equal employment opportunities and administer terms and conditions of employment without regard to race color religion sex sexual orientation national origin age disability genetic information marital status amnesty or status as a covered veteran under applicable federal state and local laws. EOE/M/F/D/V.