Advancement Operations Manager

Responsibilities

• Manages the daily operations of the Office of Institutional Advancement, ensuring efficient workflows, effective communication, and timely completion of priorities.
• Serves as a front office contact for the Office of Institutional Advancement by greeting and welcoming visitors, responding to in-person, phone, and email inquiries, and providing backup support for the Alumni Relations phone line and shared inbox.
• Provides comprehensive administrative support to the Vice President for Institutional Advancement and coordinates and monitors divisional projects, timelines, and deliverables involving fundraising, donor relations, alumni engagement, marketing, advancement services, and events.
• Develops reports, presentations, meeting materials, and other documentation to support departmental planning, decision-making, and institutional reporting.
• Maintains budgets, processes requests and invoices for payment, and tracks budget activity.
• Captures and coordinates the planning and execution of advancement events, donor stewardship activities, alumni programs, and fundraising initiatives, including event logistics, donor recognition programs, scholarship recognition and reporting, tribute gifts, and engagement activities.
• Administers advancement operations and data management functions, including non-profit charitable registration processes, compliance, and related documentation, CRM data entry, gift processing, record maintenance, reporting, and serving as a backup resource for Advancement Services.
• Coordinates and administers Board of Trustees Advancement Committee meetings, including scheduling, agenda preparation, board materials, minutes, and follow-up actions.
• Serves as a liaison between Institutional Advancement and campus departments, facilitating communication.
• Identifies opportunities for efficiency and process improvement and implements solutions.
• Maintains confidential donor, financial, and institutional information with the highest degree of discretion and professionalism.

Requirements

• Minimum Qualifications: Bachelor's degree or equivalent combination of education and experience; three to five years of progressively responsible administrative or advancement-related experience; demonstrated ability to manage multiple projects, priorities, and deadlines; excellent organizational, analytical, problem-solving, and attention-to-detail skills; strong written and verbal communication skills, with the ability to interact effectively with senior administrators, trustees, donors, alumni, faculty, staff, and external partners; ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with professionalism and discretion; experience managing budgets and preparing reports; proficiency with Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook.
• Preferred Qualifications: Experience working with CRM/database systems such as Raiser's Edge NXT; experience in donor relations, advancement services, or non-profit administration.