Office Manager - Electrical and Computer Engineering

Administrative and Operational Support

• Using in-depth knowledge of department and University policies and procedures, serve as the primary point of contact for the OCE by determining needs and handling routine and complex inquiries, requests, and issues.
  
  Responsibilities include:
  
  oTriage telephone calls, visitors, and emails and inquiries sent to the OCE group email.
• Coordinate and schedule appointments and meetings on behalf of OCE staff.
• Attend alumni board meetings, record meeting minutes, and manage speakers’ needs.
• Prepare meeting agendas, visitor itineraries, reports, and other materials.
• Receive, sort, and distribute incoming mail.
• Establish and maintain a complex and confidential electronic filing system.
• Manage inventory of office supplies and promotional items by anticipating needs and coordinating purchases with vendors.
• Assist with tracking budgets and recording expenses.
• Manage purchasing activities for constituent engagement activities for the department.
• Coordinate and track corporate donation deposits.
• Manage payments for marketing and advertising charges.
• Track and enter alumni and donor engagements and maintain accurate information within Blackbaud CRM (TED), including alumni/donor records, interactions, reports, and news articles. Gather information from TED upon request from OCE staff or the Department Head.
• In consultation with OCE staff, assist with posting and approval of marketing and communications related content in My.ECE and respond to content and announcement requests.

• Manage logistical arrangements for meetings, events, receptions, board meetings, and alumni/donor visits, including the coordination and preparation of agendas and itineraries and the management of space reservations, corporate materials logistics for recruiting visits, and catering orders.
• Support the communication and promotion of constituent engagement efforts, including creating and distributing event invitations, registration forms, announcements, posters, and other materials.
• Assist with Event Management in TED, including guest registration and interactions for alumni and donor relations events.

• Assist with the development and management of the Registered Student Organizations (RSO) Corporate Hosting Program, including event coordination, corporate stewardship, and billing.
• Assist the department’s Student Advancement Committee (ECESAC) and Graduate Student Advancement Committee (GraSAC) with the coordination of student events, including purchasing supplies and managing catering.
• In consultation with ECE staff, track and monitor annual budgets for ECESAC and GradSAC.
• Solicit and maintain a comprehensive list of officers for ECE student organizations, providing requested information to ECE facilities staff for student space access.

• Coordinate travel arrangements for OCE staff, including organizing trip details, preparing itineraries, and purchasing travel accommodations (airfare and hotel reservations).
• Manage travel reimbursements for OCE staff and serve as backup to other administrative staff for travel as needed.

Other duties as assigned to support the constituent engagement mission of the ECE department.