Office Manager

Office Manager

The Office Manager in the Office of Special Events is responsible for coordinating and managing the administrative activities of the office and providing administrative support to members of the Special Events staff. This position processes invoices and payments, manages office leases and contracts, supports human resources activities, orders supplies, maintains office inventories and assets, and assists with budget-related functions.

This position interacts with a variety of external callers, visitors, and internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a varied workload while managing multiple responsibilities and deadlines. This position is essential to the mission of the department by providing excellent customer service to constituents and supporting the operation of a highly organized and productive unit.

• This position is structured as a permanent position within the Division of Development & Alumni Relations. We are unable to sponsor a work visa for this position.
• This position requires occasional work outside the normal 8:00am to 5:00pm schedule to support the office’s largest events, which are typically held three to five times per year. Event-related responsibilities may include early mornings, evenings, or extended hours as needed as determined by the supervisor.

High school diploma or equivalent and 5 years of related experience

• Working knowledge ofUGApolicies and procedures and/ orUGAFoundation policies and procedures a plus.
• Progressively responsible experience working in a fast-paced environment.
• Experience working in a fundraising gift database.
• Experience working in a financial accounting system.

• Professional experience in an office setting
• Excellent verbal and written communication skills and the ability to deal effectively and professionally with a variety of people at all levels of management
• Excellent organizational abilities and ability to work effectively in a fast-paced environment
• Proficiency in planning and prioritizing
• Ability to provide solutions
• Proficiency in Microsoft Word, Excel, and Outlook
• Project management, scheduling, research, and electronic record keeping skills
• Collaboration skills

• Through open, honest, and respectful communication, all staff, supervisors, and colleagues of the Division of Development & Alumni Relations are expected to interact with fairness, compassion, and decency. All employees will be held accountable for meeting the expectation of promoting a stable, productive, and healthy work environment.
• Adherence toCASEstandards and commonly accepted industry standards relating to fundraising reporting are expected of all fundraisers. All fundraisers will be held accountable for meeting this expectation.

• Sit and work in a standard office environment or vehicle for extended periods of time
• Hold a valid driver’s license
• Driving as needed to perform job duties
• Sit and work at a computer workstation for extended periods of time
• Work using electronic mail, telephone, face-to-face discussions, paper form correspondence
• Communicate effectively in writing, speaking, and listening
• Organize and establish priorities;
  Remember detail;
  Multi-task
• Lift and/or move up to 30 pounds
• Walk, stand, stoop, lift, kneel, climb

• Support office with business and financial needs.
• Prepare and monitor purchase and payment requests from both state and foundation funding sources. Procurement duties such as state requisition/purchase order creation and follow-up is…