Office Manager / Office Supervisor III

Office Manager / Office Supervisor III

The Office Manager will serve as a key member of Michigan State University's central Regional Giving team, providing both strategic office management, operational leadership, and high-level administrative coordination. Reporting directly to the Senior Director of Regional Programs, this individual will also provide support, as needed, for other central teams including the AVP office, especially as back-up for other team members.

The Regional Giving Program supports and coordinates with MSU's 29 colleges in addition to collaborating with other central teams to identify efficiencies and expand the role of Regional Giving in elevating the work of major gift officers across the university. To be successful, the Office Manager must be highly organized, adaptable, proactive, and motivated, with strong communication, relationship-building, and customer service skills. The role requires someone who thrives in a fast-paced environment, demonstrates exceptional accuracy and attention to detail, exercises sound judgment, and can balance independent initiative with collaborative teamwork.

The ideal candidate will possess a strong ability to manage multiple priorities simultaneously, anticipate operational needs, and foster a positive and professional team culture while supporting organizational effectiveness and alignment across Advancement.

Central Team Responsibilities:

• Provide guidance across AVP for Development central teams by leading regular coordination meetings with support staff from all four teams and the executive assistant to the AVP.
• Partner collaboratively with the AVP office to strengthen culture, communication, consistency, and operational alignment between Regional Giving, Office of Gift Planning, Corporate Relations, Foundation Relations, and other Advancement teams.

Management Responsibilities:

• Provide administrative and operational support for the Department Team Lead (DTL), including scheduling, travel coordination, meeting preparation, and special projects.
• Serve as the operational lead for the Regional Giving office, ensuring efficient day-to-day office management and coordination across teams.
• Create and maintain an intake system for work across the department and delegate to the development assistant as appropriate.
• Support office culture initiatives, team engagement, communication flow, and operational consistency for a largely distributed team.
• Manage approval requests and tracking for the regional team including special budget requests, travel, time off, subscriptions, and purchasing requests.
• Identify opportunities for increased operational efficiency utilizing AI, automation tools, and process improvement strategies.
• Assist leadership in monitoring operational workflows, identifying process gaps, and implementing solutions that improve effectiveness and service.

Supervision:

• Provide supervision, coaching, editing support, and thought partnership for the Development Assistant.
• Work with the Development Assistant to track and systematize requests and deliverables for responsibilities including pledge follow-up, proposals, donor impact reports, and administrative workflows.
• Establish and maintain organized systems, procedures, and communication practices that support team accountability and operational excellence.

Administrative Support:

• Provide direct support to 4–6 members of the Regional Team including complex travel coordination, with an emphasis on out-of-state travel, reporting, reimbursements, and scheduling logistics.
• Coordinate logistics for meetings, campus visits, donor engagements, and special events for the regional team and donors.
• Prepare, edit, and proofread correspondence, presentations, itineraries, reports, and other materials with a high degree of professionalism and accuracy.
• Serve as a trusted resource for team members by helping navigate administrative procedures, operational questions, and internal processes.
• Other duties as assigned.

Minimum Requirements

Knowledge normally acquired in the first two or three years in college, technical, vocational or business school in Business and Office Management; three to five years of related and progressively more responsible or expansive work experience in supervision, office management, budget preparation, financial and administrative record-keeping; experience in word processing, spreadsheet, database, desktop publishing, and/or web page design or presentation software; or in performing responsibilities related to the operational activities of the employing unit; or an equivalent combination of education and experience.

Desired Qualifications

• One to three years supervisory experience.
• Experience supporting senior leaders or managing office operations within a complex organization preferred.
• Demonstrated ability to identify efficiencies, improve processes, and support operational excellence in a fast-paced environment.
• Demonstrated ability to handle confidential and sensitive information with professionalism and discretion.
• Strong interpersonal skills with the ability to build positive relationships across teams and with internal and external stakeholders.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

Resume and cover letter