Office Manager - OU Foundation Investments

WHAT WE DO

When friends and alumni donate to the University of Oklahoma, some gifts are meant to support the University for generations, and others are meant to be put to work right away. OU Foundation Investments (OUFI) is the team that manages and invests all of it. We grow the long-term gifts so they can support the University for decades to come, and we manage the shorter-term gifts so they’re ready when the University needs them.

Each year, we deliver donor support to the University to help pay for scholarships, faculty, research, and programs.

OU Foundation Investments (OUFI) is looking for an Office Manager to be the operational backbone of our team and the person who keeps a busy investment office running smoothly so everyone else can do their best work. You'll own the office's administrative, facilities, technology, communications, and HR-coordination needs, working across both our in-office and remote team members. The right person is organized, dependable, and looks ahead to spot what the team needs before being asked.

We value drive and a track record of keeping things organized. We're looking for someone who takes genuine pride in the detailed, behind-the-scenes work that keeps a team functioning. It's fast-paced and varied, it directly supports the University's mission, and for the right person it's a chance to do excellent work in a role that makes a difference.

• Proven ability to keep offices and workflows organized and on track — experience in executive support, office or operations management, administration, project coordination, or comparable work.
• Independent and proactive; you thrive with limited supervision and take real ownership of the office and its needs.
• Welcoming and service-oriented; you enjoy being a bridge between in-office and remote teams.
• Curious and growth-oriented, always looking for opportunities to professionalize our organization and processes.
• Energized by working with people and solving problems.

If this position sounds like a good match for your skills and experience, please email your resume and cover letter to Garrett Mills at garrettmills.

• Maintain the employee policy library and keep track of its versions; periodically research policies and watch for best practices used by peers and across the industry.
• Check that written procedures stay current and remind the people responsible to update any that are out of date.
• Verify the identity of the outside investment firms OUFI works with by reviewing documents such as government-issued IDs and proof of address and keeping those identity records organized and current. (This is a standard requirement in the financial industry, often called KYC/AML.)
• Keep OUFI’s organizational and policy documents in order.
• Maintain vendor and consultant contracts and help track their versions during review periods.
• Provide audit support as needed in coordination with the Investment Operations Manager.
• Maintain the Investment Committee Policy review schedule and support the preparation of meeting materials.

• Lead internal and external meeting scheduling, planning, and coordination; serve as the primary point of contact for guests and visitors.
• Manage the team calendar, office holiday schedules, and inclement weather closures.
• Provide administrative support to the CIO as needed.
• Arrange meeting-space rentals for remote gatherings and help the team with event registration and travel booking.

• Help onboard new employees and offboard departing ones, coordinating with the hiring manager, IT, and HR.
• Organize team events and celebrations, and keep track of key dates like birthdays, work anniversaries, and project milestones.
• Act as the team’s HR contact for benefits open enrollment, policy updates, and workplace safety.
• Help leadership run periodic employee surveys.

• Track and process invoices so that vendors, consultants, and partners are paid accurately and on time.
• Own office expense reporting and employee reimbursements, coordinating with internal teams to ensure timely processing.
• Handle…