Advancement Office Manager

Job Details

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.

About Carthage

Located on the shore of Lake Michigan in the thriving Chicago-Milwaukee corridor, Carthage College blends the best liberal arts traditions with desirable degree programs, transformative learning opportunities, and personal attention from dedicated faculty and staff. Our beautiful campus, an 80-acre arboretum with stunning lake views, is home to 2,600 undergraduate students and 200 graduate students. Founded in 1847, Carthage is consistently named a Best Midwestern College by The Princeton Review and a Most Innovative School by U.S. News & World Report. All Carthage employees play a vital part in the success of our students, as we work together to create an environment where all can achieve their true potential. Grow with Carthage.

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.