Office Manager - College of Liberal Arts & Sciences Office

Office Manager

The College of Liberal Arts & Sciences Office of Advancement (College of LAS) at the University of Illinois at Urbana-Champaign is searching for an Office Manager that is responsible for supporting administrative operations and business processes that support donor stewardship, reporting, records management, and office functions.

The position coordinates workflows, maintaining operational documentation, overseeing information management practices, and ensuring the timely completion of recurring administrative activities. Through strong organizational, communication, and problem-solving skills, the Office Manager helps maintain efficient office operations, supports departmental initiatives, and serves as a key resource for staff and donors.

Gift Acknowledgement & Recurring Reporting:

• Facilitates and manages weekly gift acknowledgment process for all gifts received to the college.
• Includes running report of gifts received, preparing data for mail merge, mail merging data to create letters, proofreading and editing letters for review, preparing select acknowledgments for email, printing and mailing letters and ensuring emails are sent, and uploading documentation of all acknowledged gifts to "TED" (Tracking and Engagement Database), the University of Illinois Foundation's advancement/donor database.
• Facilitates the same process on an annual basis for recurring gifts.
• Maintains and compiles data on new fund agreements to produce monthly fund agreement digest and letters for Dean's office.
• Compiles and produces report of donor gifts to the college (weekly) and report of deceased constituents affiliated with the college (monthly), distributing to the LAS advancement team and other staff as appropriate.
• Compiles and produces other stewardship reports to be used by Stewardship team and/or shared with units, on a monthly, quarterly, or other cycle, depending on the report/unit.

Process Documentation & Information Maintenance:

• Creates and maintains documentation related to stewardship/donor relations policies, procedures, and information systems for LAS advancement staff and interns.
• Includes regular review and tracking of existing and needed documentation, developing new documentation, and updating existing documentation as processes change.
• Coordinates process for college and unit personnel access to confidential information.
• Includes review, distribution, collection, and documentation of signed confidentiality agreements and access to TED.
• Manages process for uploading impact reports, donor communication, and other advancement documents to TED.

Administrative Support:

• Provides general administrative support for Stewardship team and select Development directors, including arranging travel, scheduling meetings, updating calendars, and producing expense reports in Emburse.
• Monitors LAS-Stewardship email account.
• Responds to inquiries as appropriate and/or routes to appropriate Stewardship team staff members for response.
• Sends emails on behalf of Stewardship team as appropriate.
• Manages supply inventory for mailings such as acknowledgment envelopes, letterhead, etc.
• Manages schedule/calendar for Stewardship team projects and activities, utilizing project management software if applicable.
• Provides back-up support for other clerical staff within Advancement office.
• Trains other clerical staff as backup for stewardship/donor relations support.

Special Projects:

• Coordinates annual impact report mailing to donors with named college-level scholarships.
• Includes compiling, proofreading, and editing student materials; emailing students for clarification and additional information as needed; compiling list of donor mailing addresses; preparing letters; printing and mailing packets to donors; and adding appropriate documentation to TED.
• Coordinates and assists with other stewardship projects and initiatives as needed.
• May include any or all of the following: content research; internal communication; compiling, proofreading, and editing.
• Assists with Advancement special projects, research, and other duties as assigned.

High school diploma or equivalent. Two (2) years (24 months) of work experience comparable to the third level of this series.

• Ability to communicate effectively with others.
• Solid interpersonal skills and professional acumen.
• Ability to communicate effectively and professionally, build rapport and establish effective working relationships with students,…