Reporting to the Director of Alumni Engagement, with a dotted line to the Executive Director of Alumni Engagement and Annual Giving, the Office Manager will perform a full range of moderate to complex clerical, administrative, and financial duties.

The Office Manager responsibilities include handling office of Alumni Engagement and Annual Giving administrative details (budget, promotional item order, etc.), assisting in the preparations, planning and implementation of Alumni Board meetings, Leadership Stetson, Homecoming, District events, and other activities and functions sponsored by the office; composing event correspondence, coordinating calendars, and meeting schedules.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Answer phones, greet visitors, and disseminate information to a diverse constituency. Exhibit a high degree of tact, professionalism, and sensitivity; interface directly with the public, students, faculty, staff, alumni, donors and stakeholders.
• Oversee general office functions, including ordering of supplies, maintenance of office machines, oversight of student employees, scheduling of the Development golf cart and Alumni Conference Room, access to the building, and general office support, as needed.
• Assist budget administration including purchasing card reconciliation, processing requests for funds, managing office budget, and preparing budget reports for Alumni Engagement and Annual Giving.
• Maintain data within Raiser’s Edge and work with Development Operations to pull lists for the use of correspondence for Alumni Engagement and Annual Giving initiatives.

• Manage event registration software for all events, including in-person registration at Homecoming and other large flagship events for Stetson University.
• Assist with planning and coordination of Alumni office events including, Leadership Stetson, Homecoming, Reunion events, District events, prospective student events, special initiatives, and general office sponsored events.
• Process information from alumni containing alumni news and prepare draft publication of the Class Notes section of the Stetson University Magazine.
• Manage programs such as the Alumni ID Card, Meadows Alumni House Memorial Brick program and other revenue generating affinity programs.
• Other duties as assigned by the Executive Director or Director of Alumni Engagement.

ROUTINE DUTIES AND RESPONSIBILITIES:

• Develops strong, positive relationships within the University community
• Keeps current with best practices
• Monitors budgets
• Attends events, board meetings and other functions as needed
• Occasional work on evenings and weekends

• Excellent time management and organizational skills, as well as the ability to handle multiple tasks simultaneously and prioritize
• Proficiency with Microsoft Office (Word, Excel, PowerPoint), email, and the internet
• Experiencing using a CRM to manage relationships and track activity, including data management
• Excellent interpersonal communication skills, both written and verbal, with a strong attention to detail
• Demonstrate good judgment, maturity, personal integrity, and the ability to successfully collaborate with colleagues, alumni, and volunteers in a culturally diverse environment, as well as maintain confidentiality

• Associate’s degree required; Bachelor’s degree preferred
• Minimum of three years of administrative support experience, preferably in higher education

Salary Grade: 5