The posting
Job Description:
The Office Manager for Advancement Services and Donor Relations serves as a key administrative partner to the Executive Director of Advancement Services and Donor Relations, coordinating the schedules, communications, operations, and priorities that support the department’s day-to-day effectiveness. This role provides flexible support across departmental priorities and initiatives.
Washington and Lee University actively promotes a dynamic and welcoming environment that allows students and employees of multiple backgrounds and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.
Essential Functions
- Provide comprehensive administrative support to the Executive Director, including calendar management, scheduling, meeting preparation, correspondence, and follow-up.
- Prepare agendas, presentations, reports, background materials, and other documents.
- Oversee the annual operating calendar and development budgets, ensuring expenses are properly documented and budgets are effectively managed and maintained.
- Track decisions, deadlines, commitments, and follow-up items to support the effective execution of priorities.
- Coordinate logistics for meetings, retreats, trainings, searches, and other departmental activities.
- Manage purchasing, invoices, reimbursements, office supplies, subscriptions, and related administrative processes.
- Coordinate facilities operations for the Rockbridge Building, including work orders, building improvements, maintenance, capital and furnishings expenditures, and related records and budget reports.
- Maintain shared resources, records, documentation, and confidential information.
- Coordinate administrative logistics for onboarding, departures, searches, and other staffing changes. Assist new hires with onboarding to Slate and other technology systems and coordinate training to support a successful transition into their roles.
- Assist with Advancement Services and Donor Relations events and initiatives, including event logistics, materials, scheduling, and other administrative support as needed.
- Develop familiarity with departmental systems and workflows to provide effective backup support while maintaining confidentiality and data integrity.
- Other duties as assigned.
Work Schedule: 8:30 am - 4:30 pm. This position works 35 hours per week with occasional nights and weekends.
Minimum Qualifications:
- A high school diploma or equivalent is required. A minimum of three to five years of experience in office management, administrative operations, program coordination, or a combination of education and experience requiring comparable skills is required.
- Demonstrated experience coordinating office operations, managing administrative processes, and independently overseeing areas such as budget and financial coordination, facilities, onboarding and training logistics, or other operational functions in an academic, nonprofit, or corporate setting is preferred.
- Must be able to handle sensitive information, maintaining a high degree of confidentiality.
- Ability to think creatively and work independently, efficiently, and accurately, with great attention to detail. Must have the ability to exercise good judgment in a variety of situations.
- Excellent interpersonal skills.
- Ability to communicate effectively, both orally and in writing. Excellent proofreading, spelling/grammar, and general writing skills.
- Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook is required, and experience with Box is preferred, as well as the ability to learn new applications and software.
- Experience with constituent databases, CRM systems, 25Live, or Workday is preferred.
- A consistent record of attendance and punctuality is essential.
Application Instructions:
Application review will begin immediately and continue until the position is filled. Required materials include:
- Cover letter
- Resume
- Names and contact information for three professional references
Applications missing either document may not be considered. Application instructions for internal and external candidates can be found at: http://www.wlu.edu/employment-opportunities
Position Type:
Non-Exempt, Full Time, Benefit Eligible
Compensation:
The expected pay rate for this position is between $26.10 - $30.27 per hour. Offers are based on factors such as qualifications, relevant experience, skills, internal equity, and market and organizational considerations.
Washington and Lee University also offers a generous and comprehensive benefits package designed to support the well-being of employees and their families. To learn more about working at W&L and benefits, visit jobs.wlu.edu.
