Office Manager for University of Advancement

Department
Advancement Services

The Office Manager for the Division of University Advancement (the Division), which includes the MSU Denver Foundation (Foundation) is responsible for developing, organizing and implementing administrative systems and processes and overseeing administrative project requests that support the Division. The Office Manager evaluates administrative needs and requests to determine the best method for quality and timely completion, including supervising front desk student office assistants when applicable. The Office Manager oversees the front desk including receptionist duties as required. The Office Manager collaborates with the Executive Administrator of the Foundation, the Administrative team, and Assistant Director of Operations to assess administrative support needs for the Division. The Office Manager reports to the Assistant Director of Operations.

50% - Office Management:

• Manages the Division’s office needs including facilities, administrative support, ordering, and reception duties

• Provides and ensures front desk coverage during regular business hours; coordinates or performs receptionist duties which includes walk-ins, phone calls, correspondence, maintaining conference rooms and managing reservations, and guest appointments
• Manages division office supply, external communication documents (business cards, etc) and swag needs including creating, communicating, identifying procedures to ensure needs are met within the relevant budgets and tracking and ordering.
• Coordinates administrative & project support to the Division.
• Provides data support and record updating including address and mailing changes
• Plans, implements, and provides support for UA/Foundation branch meetings and events
• Makes changes in structure, processes and workflow as necessary to accommodate changes in the University's priorities and the Division’s operational demands
• Identifies areas for improvement and increased efficiency within the Division and implements solutions
• Supports strong/high/positive quality of service from the Division for internal and external customers
• Maintains, updates, and disseminates office documents including but not limited to office phone list, email distribution list, birthdays, etc. Provide support to remote staff members as needed
• Maintains cleanliness and a high level of presentability of communal office space, including lobby, kitchen, and conference rooms
• Maintains key and fob matrices and works closely with AHEC and MSU Denver Facilities for access and approval
• Arranges facility repairs and changes as needed
• Serves as Emergency Preparedness Coordinator for the Division, attending necessary workshops and seminars and instructing the unit on emergency response information; keeps emergency contact lists up-to-date
• Serves as liaison between University Advancement and other university departments and communicates effectively with staff, students and faculty
• Develops, recommends, plans, implements and directs office administrative systems and procedures to meet the needs of the Division
• Provides administrative support for other office staff in the UA/Foundation division
• Identifies and provides general onboarding for new staff members and coordinates and schedules department specific onboarding processes.
• Leads the division training on the creation of purchase requisitions (PR) and processing of purchase orders (PO) and supports administrators on their transactions.
• Provides ongoing support and guidance to ensure team members understand and follow proper University and State procurement procedures.
• Supports the division use of purchase and travel cards and implements the division-wide purchase and travel cards.
• Acting as a liaison between the AHEC Purchasing Department and MSUD Office of the Controller.

30% - Supervision of Student Administrative Support Staff

• Provides leadership to the Student Administrative Support Staff to ensure professional, accurate completion of duties for the Division
• Assigns duties to Student Administrative staff; determines efficient ways to organize project requests; oversees work production and accuracy of work
• Recruits students and guides training of student administrative staff
• Maintains strict confidentiality of donor, student and employee information, and other information deemed confidential

20% - Provide Support and Backup to the Executive Administrator to the VPUA and Foundation Board and other Administrative Staff

• Receives and coordinates completion of special projects and assignments
• Assists the Executive Administrator with preparing for and executing Foundation Board meetings & events
• Provides support to the Vice President of UA and MSU Denver Foundation Board when the Executive Administrator is on vacation or sick leave
• Provides back-up support for other administrative staff, including procurement and other needs
• Performs other duties as assigned

Required Qualifications:

• Associate’s degree from an accredited institution of higher education, or the equivalent combination of education and experience providing administrative support (one year of education is equal to two years of experience)
• One or more years direct experience working in administrative support position(s)
• Strong organizational skills, ability develop efficient and effective systems, and ability to meet deadlines in a fast-paced environment
• Self-starter and solutions-oriented
• Excellent customer service, people and communication skills
• Intermediate to advanced skills in Microsoft Office programs (Teams, Word, Excel, Outlook and PowerPoint)

Preferred Qualifications:

• Bachelor’s degree from an accredited institution of higher education, or the equivalent combination of education and experience providing administrative support (one year of education is equal to two years of experience)
• Two or more years of experience providing administrative support to professional staff
• One or more years of experience providing supervision or task management over individuals or other individuals including hiring, training, scheduling, and performance management
• Experience with CRM and financial database systems Experience working for an institution of higher education, fundraising or foundation office

Important Note: Successful applicants will ensure their resumes clearly demonstrate that their work experience describes how they meet ALL required qualifications.

Salary for Announcement:

The anticipated hiring range for this position is $52,000 - $62,000 .

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The above salary range represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Instructions to Apply
To ensure full consideration, applications must be received by 11:59pm (MT) 10/10/2023
For full consideration, please submit the following documents:
Resume
Cover letter describing relevant job experiences as they relate to listed job qualifications and interest in the position
Official transcripts will be required of the candidate selected for hire.

If you are an Internal applicant, please apply via the Career tab within the WorkDay Menu

Closing Date

Open Until Filled

Posting RepresentativeSophia J Montano

Posting Representative Emailsmontan7@msudenver.edu

Benefits

MSU Denver is pleased to offer our current and potential employees a wide array of benefit options. To learn more, please visit the following link:

Employee Benefits Offerings

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at totalrewards@msudenver.edu .

Diversity Statement

Metropolitan State University of Denver is a unique, access-oriented campus community that values diversity, equity, and inclusion in all its forms. Our student population consists of nearly 50% first generation students and over 45% students of color. We are a designated Hispanic Serving Institution located in downtown Denver.

We create an equitable learning and working environment in concert with individuals who consistently demonstrate commitment to equity and inclusion. We greatly value the diverse identities and perspectives of our students, faculty, and staff and recognize that in order to achieve a just and equitable society, diversity must go beyond simple representation. It requires critical inquiry and dialogue and a commitment to action. We strive to provide a culture of belonging for all community members to achieve personal and professional success.