Office Manager
- Employer
- Washington and Lee University
- Location
- Virginia, United States
- Salary
- Salary Not Specified
- Date posted
- Jan 20, 2023
View more
- Position Type
- Administrative, Business & Administrative Affairs, Business & Administrative Support, Auxiliary Services, Alumni Affairs, Student Affairs, Career Services, Executive, Executive Directors
- Employment Type
- Full Time
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Job Description:
Reporting to the Executive Director of Alumni and Career Services (ACS), provides administrative and logistical support for the various offices within Alumni and Career Services, including Alumni Engagement, Career and Professional Development, and Lifelong Learning Programs. The Office Manager interacts with administrators, faculty, students, parents, alumni and other internal and external constituents and serves as a liaison for the Alumni Association Board.
Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.
Essential Functions:
- Provides administrative support for Executive Director
including managing calendar of appointments; completing expense
reports; composing and preparing correspondence; arranging complex
and detailed travel plans including travel itineraries and meeting
agendas, scheduling appointments with university colleagues,
alumni, and external constituents. Supports travel coordination and
reimbursement for other ACS office members.
- Answers phones, greets visitors, opens and distributes mail,
complies with requests for information, forms, etc. Researches
background information to assist Executive Director in answering
questions or concerns. Provides verbal and/or written responses to
inquiries from students, parents, the public, employees, vendors,
etc., regarding a variety of questions.
- Coordinates fiscal operations for Career and Professional
Development, Alumni Engagement and Lifelong Learning. Monitors
expenditures and reports on sizeable number of office budgets (18
accounts). Monitors records ensuring proper spending and sufficient
documentation within applicable University and federal guidelines.
Processes invoices and reimbursements. Codes and processes high
volume of credit card charges for multiple exempt staff in Workday.
Acts as a delegate for submitting and approving certain
expenditures. Shares information and communicates with budget
coordinators in all ACS offices. Participates in budget meetings
with ED and staff.
- Maintains minute book, by laws, and other Alumni Association
legal and tax records.
- Manages Alumni Board records, updates Alumni Board members’
records in Raisers Edge to reflect dates of service and meetings
attended. Collects information and puts together Alumni Board
Facebook/directory. Assists in maintaining confidential internal
lists for Alumni Board, Distinguished Alumni Awards, and Trustee
candidate slate.
- Manages Hotchkiss House facility rentals. Works closely with
W&L staff and alumni in the use of the house for events.
Processes rental fees and damage deposits when applicable.
Maintains annual rental records. Responsible for processing work
orders for house repairs.
- Assists the Alumni Board as a point of contact. Assists with
communications to board and immediate past president. Facilitates
two annual board meetings by assisting the ED in developing and
implementing the agenda, preparing board book materials, taking
minutes and processing donations to annual fund and expense
reimbursements.
- Maintains accurate lists of all currently enrolled children of
alumni (COA). Processes letters to parents of graduating COA’s for
graduation photos.
- Prepares programs for ceremonies (Celebration of Life, Generals
Assembly, and Opening Assembly) and works with University
Communications to finalize and print. Purchases gifts and prepares
certificates for outgoing board members. Purchases and packages
welcome gifts for first year COA’s. Handles all gift purchasing,
prepares certificates and citations (orders, has printed and
framed).
- Receives all Owings Fellowship applications and distributes
them to interviewers. Schedules interviews, including those that
take place on Skype.
- Edits information received and submits all undergraduate and
law class notes and obituaries for Alumni Magazine through Raisers
Edge.
- Supports Alumni Engagement event planning and execution under
the direction of the Director of Alumni Engagement and the ED of
Alumni and Career Services. Staffs events as requested.
- Works with Advancement Operations to draft and send sympathy
letters regarding deceased alumni.
- Monitors inventory of supplies and equipment, replenishes stock
as necessary.
- May manage work-study student if applicable.
- Other related duties as assigned.
Minimum Qualifications:
High school diploma required and a bachelor’s degree is preferred with a minimum of 3 to 5 years of administrative support experience or a combination of experience and education for which similar skills would be acquired. Proficient user of personal computers and knowledge of or ability to learn related software applications especially Microsoft Word, Excel, Workday, and Raiser’s Edge. Ability to multi-task, excellent organizational skills and strong interpersonal skills are required. Demonstrated ability to handle confidential and sensitive information and to communicate in a professional, confidential, and courteous manner with faculty, staff, and students. Previous experience in an academic setting is preferred.
Application Instructions:
Review of applications will begin immediately and continue until the position is filled. Resume and cover letter are required. Upload all required documents to the Resume/CV upload section of the application form. You will be asked to provide names and contact information for three professional references.
External Applicants: Application instructions for external applicants are located on the jobs.wlu.edu or here .
Current W&L Employees: Apply from your existing Workday account. Instructions are located at jobs.wlu.edu or here .
Physical Requirements:
- Fingering: Picking, pinching, typing or otherwise working,
primarily with fingers rather than with whole hand or arm as in
handling.
- Grasping: Applying pressure to an object with the fingers and
palm.
- Repetitive motions: Making substantial movements (motions) of
the wrists, hands, and/or fingers.
Types of Work: Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Position Type:
Non-Exempt, Full Time, Benefit Eligible
Minimum Pay:
$22.67 - Pay Commensurate with Experience
The university requires employees to become fully vaccinated for COVID-19 and new employees must provide proof of at least their first shot prior to the first day of employment. Boosters are required. Individuals may seek a medical or a religious exemption to the vaccination requirement.
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