Advancement Operations Manager

Job Description

Job Description

The Advancement Operations Manager serves as a key partner to the Vice President for Institutional Advancement, providing high-level administrative, operational, and project management support for the Office of Institutional Advancement. This position oversees daily operations, coordinates projects, manages processes and budgets, and supports advancement-related activities, including fundraising, donor relations, alumni engagement, marketing, events, and advancement services. Serving as a liaison among campus stakeholders, alumni, donors, trustees, and external partners, the Advancement Operations Manager ensures effective communication, efficient operations, and execution of priorities. This role requires strong organizational, analytical, and relationship-management skills, the ability to manage multiple projects simultaneously, and a commitment to maintaining confidentiality and professionalism.

Position Status: Non-Exempt, Full-Time (2080 Annual Hours)

Salary Range: $22.00 - $24.00 per hour. This is the expected hourly rate for this position. The actual salary offered will depend on a candidate's experience and education, and departmental budget.

• Manages the daily operations of the Office of Institutional Advancement, ensuring efficient workflows, effective communication, and timely completion of priorities. Oversees office administration, purchasing, vendor coordination, records management, facilities requests, scheduling, conference room management, supply ordering, and office logistics.
• Serves as a front office contact for the Office of Institutional Advancement by greeting and welcoming visitors, responding to in-person, phone, and email inquiries, and providing backup support for the Alumni Relations phone line and shared inbox.
• Provides comprehensive administrative support to the Vice President for Institutional Advancement and coordinates and monitors divisional projects, timelines, and deliverables involving fundraising, donor relations, alumni engagement, marketing, advancement services, and events.
• Develops reports, presentations, meeting materials, and other documentation to support departmental planning, decision-making, and institutional reporting.
• Maintains budgets, processes requests and invoices for payment, and tracks budget activity.
• Coordinates the planning and execution of advancement events, donor stewardship activities, alumni programs, and fundraising initiatives, including event logistics, donor recognition programs, scholarship recognition and reporting, tribute gifts, and engagement activities.
• Administers advancement operations and data management functions, including non-profit charitable registration processes, compliance, and related documentation, CRM data entry, gift processing, record maintenance, reporting, and serving as a backup resource for Advancement Services.
• Coordinates and administers Board of Trustees Advancement Committee meetings, including scheduling, agenda preparation, board materials, minutes, and follow-up actions.
• Supervises and trains student employees, including assigning projects, monitoring performance, and ensuring completion of departmental tasks.
• Serves as a liaison between Institutional Advancement and campus departments, facilitating communication.
• Identifies opportunities for efficiency and process improvement and implements solutions.
• Maintains confidential donor, financial, and institutional information with the highest degree of discretion and professionalism.
  

Other Duties and Responsibilities

• Supports the mission, vision and values of Elmhurst University.
• Demonstrates a strong commitment to continuous improvement.
• Performs other duties as assigned.

Requirements

Minimum Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Three to five years of progressively responsible administrative or advancement-related experience.
• Demonstrated ability to manage multiple projects, priorities, and deadlines.
• Excellent organizational, analytical, problem-solving, and attention-to-detail skills.
• Strong written and verbal communication skills, with the ability to interact effectively with senior administrators, trustees, donors, alumni, faculty, staff, and external partners.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with professionalism and discretion.
• Experience managing budgets and preparing reports.
• Proficiency with Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook.

Preferred Qualifications

• Experience working with CRM/database systems such as Raiser’s Edge NXT.
• Experience in donor relations, advancement services, or non-profit administration.

Working Conditions/Physical Requirements
The essential functions of this position are primarily performed in an indoor setting with limited exposure to outdoor weather conditions. Work is often sedentary in nature and requires remaining in a stationary position for extended periods. Required abilities include speaking and hearing for in-person and virtual communication, using close and distance vision when reading documents or viewing screens, and performing tasks with repetitive fine motor skills. Work may require occasional lifting, bending, carrying, or otherwise moving objects weighing up to 15 pounds. Qualified applicants who can perform the essential functions of this position with or without reasonable accommodations will be considered.

Benefits

An overview of Elmhurst University benefits is available here .