Office Manager, Philanthropy and Alumni Relations

The Office Manager, Foundation and Alumni Relations is responsible for planning, organizing and managing administrative services and work processes within the Foundation and Alumni Relations Department. Employing administrative best practices, the Office Manager, Foundation and Alumni Relations creates and maintains an efficient and well-coordinated administrative infrastructure and provides administrative and confidential support to the Director, Philanthropy and the Associate Director, Annual Giving and Alumni Relations. Provides project support and monitors and reports on key projects and data points to track strategic initiatives.

MAJOR RESPONSIBILITIES: Under the direction of the Director, Philanthropy with dotted line reporting to the Associate Director, Annual Giving and Alumni Relations, the Office Manager, Foundation and Alumni Relations is accountable for the following:

• Provides operational and administrative support to the Foundation and Alumni Relations Department
• Provides administrative and confidential support to the Director, Philanthropy and/or the Associate Director, Annual Giving and Alumni Relations including organizing and coordinating meetings, interviews, events, Canadatering and other activities for alumni and donors as required;
• Coordinates correspondence and communications, preparation of a variety of documents and reports; initiates follow up action, or responds on behalf of the Director, Philanthropy and/or the Associate Director, Annual Giving and Alumni Relations;
• Coordinates and attends College and Departmental meetings for which the Director, Philanthropy and/or the Associate Director, Annual Giving and Alumni Relations is chair or a management resource. This includes but is not limited to scheduling meetings (virtual or in-person), preparing agendas, coordinating calendar invites, recording minutes for timely distribution, making recommendations and following up on action items as required;
• Provides project management support to the Director, Philanthropy and/or the Associate Director, Annual Giving and Alumni Relations for key departmental initiatives including monitoring and reporting on progress. Independently manages shorter-term projects or initiatives;
• Serves as the first point of contact for the Foundation and Alumni relations department which includes providing reception support, overseeing the department email inbox, greeting visitors to the department, and prioritizing requests as appropriate;
• Triages complex and sensitive issues;
• Assesses the urgency of competing issues and makes informed decisions that maintains strategic administrative support for the department;
• Receives, opens, prioritizes and sorts all incoming mail and coordinating outgoing mail including courier and intercampus shipments;
• Receives all incoming forms and documents, handling department photocopy, filing, and shredding requests;
• Processes orders of business cards, name tags, and office signage requests using appropriate templates and liaises with the Print Shop accordingly;
• Manages the day-to-day operations of the office ensuring consistency of practice, optimum service levels as well as maintaining an efficient and well-coordinated administrative infrastructure;
• Inputs donor/alumni moves into Blackbaud Raiser’s Edge NXT;
• Develops and maintains a secure records system for documents and files of a confidential or sensitive nature, e.g. budget submissions, performance evaluations, employee information and departmental planning;
• Receives all departmental correspondence and determines appropriate course of action, including composing responses on routine issues, obtaining relevant information to fulfill a request or referring as appropriate;
• Coordinates the preparation of the operational budget, Canadapital budget and capital requests for the department; liaises with Facilities and Purchasing to obtain quotes;
• Monitors budget accounts and expenditures for the department;
• Reviews, verifies and reconciles expense claim reports, credit card statements, invoices and cheque requisitions and submits for processing;
• Responds to legal and insurance related requests for departmental employees.
• Prepares agreements for contractors; tracks invoices and payments against budget;
• In collaboration with the Director, Philanthropy and/or the Associate Director, Annual Giving and Alumni Relations, develops onboarding materials in collaboration with specific to the needs of the department;
• Assessing and improving departmental processes to enhance efficiency and cost-effectiveness, and promoting a culture of continuous improvement;
• Prepares and arranges for off-site storage pickup of archived confidential records; oversees the retrieval and re-filing of records;
• Monitors and maintains the office stationery, supplies and forms;
• Orders and receives office supplies, special hardware requests and hardware inventory management for the Department;
• Provides backup support for donation processing where required;
• Ensures office equipment is functional, and trouble-shoots office equipment issues and requests service technicians;
• Supports Foundation and Alumni Relations staff on use of office equipment and technical equipment;
• Supports revisions of the department’s standard operating procedures as directed by the Director, Philanthropy and/or the Associate Director, Annual Giving and Alumni Relations; and
• Assists with the preparation or updating of Foundation and Alumni lists, group email lists, mail outs i.e. holiday cards and impact reports as directed.
• Provides logistical and Philanthropy and Alumni Relations coordination support
• Receives and facilitates requests for the loan of marketing assets such as the Foundation and Alumni banners and backdrops; and
• Checks schedule for availability of assets; book assets and arranges for delivery and pickup; tracks that asset has been returned as scheduled; checks asset for damage upon return, arranges for repair as needed. Performs other related duties
• Assists in the organizing and planning of special events and community functions including internal college events for college employees;
• Implements procedures and systems to improve office efficiency in Foundation and Alumni Relations Department as directed by the Director, Philanthropy and/or the Associate Director, Annual Giving and Alumni Relations; and
• Performs other duties as assigned.

EDUCATION, EXPERIENCE AND SKILLS

• Completion of a Bachelor’s degree in a related area, plus a minimum of at least five years of recent related experience in a senior administrative support position, or an an equivalent combination of training and experience;
• Ability to effectively prioritize and execute tasks in a high-pressure environment while meeting deadlines;
• Excellent organizational, presentation, written and oral communications experience;
• Experience taking and transcribing meeting minutes in a senior administrative environment;
• Proven analytical and problem-solving abilities;
• Highly self-motivated and directed;
• Keen attention to detail;
• Team-oriented and skilled in working within a collaborative environment;
• Ability to perform administrative duties with speed and accuracy without immediate and constant supervision; and
• Ability to exercise good judgment in recognizing scope of authority and protecting confidential and sensitive information.