Office Manager

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.

OUFI is looking for an Office Manager to be the administrative backbone of our team and the person who keeps a busy investment office running smoothly so everyone can do their best work. You ll own the office s administrative, facilities, technology, communications, and HR-coordination needs across both our on-site and remote team members.

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.

• Maintain the employee policy library and keep track of its versions; periodically research policies and maintain awareness of peer and industry best practices.
• Check that written procedures are current and route stale documents to the process owner for update.
• Maintain up-to-date copies of OUFI managers’ government-issued IDs and proof of address. (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.
• 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, communicating with the team as needed.
• 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.
• Maintain employee onboarding and offboarding checklists and SOPs.
• 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 mail, deliveries, and printing; manage office access, keys, and parking.
• Inventory and maintain office supplies; keep shared spaces organized and tidy.
• Monitor cleaning crews and submit building maintenance and furniture requests to keep the workspace inviting and presentable.
• Be the team’s first point of contact for internet, phone, hardware, and software problems; track issues and work with our IT provider to get them resolved quickly with…