Advancement Office Manager

The Advancement Office Manager performs vital administration tasks in a highly organized and professional manner and provides an initial point of contact for the Advancement office. Must handle multiple projects simultaneously, be attentive to detail, and assist all members of the office with all current or top priority assignments. Responsibilities Support for the Vice President for Advancement Coordinate travel arrangements, including itineraries, lodging, and transportation Prepare and process expense reports, reimbursements, and reconciliations Maintain accurate travel and expense records and documentation Provide administrative support and anticipate executive needs Manage executive calendars, schedule meetings, and resolve conflicts Office & Administrative Operations Manage the Advancement office calendar, schedule group meetings, and coordinate meeting space and conference call needs Maintain office supply inventory and oversee office equipment needs Sort and distribute mail; prepare outgoing USPS, UPS, and FedEx packages Provide phone coverage and respond to incoming calls as needed Coordinate onboarding and off-boarding logistics, including keys, badges, parking passes, and business cards Ensure compliance with records retention policies and submit maintenance requests as needed Manage office email accounts and assist staff with overflow administrative projects Coordinate team events, including holiday parties, retreats, and staff recognition activities Supervise student workers by managing responsibilities such as phone coverage, donation processing, mailings, name tag preparation, and office organization, while collaborating with advancement staff to coordinate student support for mailings, events, and other departmental needs. Financial & Donor Support Track departmental operating expenses and enter invoices into Workday Update constituent records in Slate, including contact information changes Manage the gift processing and acknowledgement process, ensuring timely, accurate recording of gifts and prompt, personalized donor recognition. Oversee coordination between Advancement and Finance to maintain data integrity and a consistent stewardship Supervisory Responsibilities Directly supervises up to 10 student workers per semester. Carries out supervisory duties in accordance with college policies and applicable employment laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. Qualifications Bachelor's degree preferred but not required. One year of administrative/office work experience. Experience working in nonprofits preferred. Excellent oral and written communication skills to effectively communicate with employees, students, and faculty members. Ability to use a personal computer and word processing, spreadsheet, and donor relational database (SLATE) software Knowledge of and the ability to use a variety of standard office equipment Must possess excellent organizational skills and ability to communicate with people from diverse backgrounds and experience. A pleasant, outgoing personality. Carthage College is an equal opportunity employer (EOE) dedicated to the goal of building a culturally diverse community. We welcome applications from a broad spectrum of people, including members of ethnic minorities, women, veterans, and individuals with disabilities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender expression, gender identity, sexual orientation, national origin, protected veteran status or status as an individual with a disability. This position requires a background screening #J-18808-Ljbffr Carthage College