Job description

LOCATION: West Palm Beach Campus

SUMMARY: Responsible for overseeing the daily operations of the Advancement office.

RESPONSIBILITIES:

Purchasing

• Enters requisitions into the college management system and keeps track of subsequent purchase orders including timely processing of purchase orders, and invoices.
• Manages department contracts and ensures that contracts are signed and sent to vendors for countersignature. Creates associated purchase orders and compares invoices to contract details.
• Reconciles credit card purchases for the Advancement staff monthly ensuring all receipts are obtained and submitted to accounting with proper documentation.
• Executes expense reports for Advancement staff.
• Assist with maintaining memberships for the Advancement staff
• Assist with new vendor setups in Jenzabar.
• Manages office supply orders.

Staff/Department Support

• Maintains the Advancement Office calendar for the staff.
• Assist with the introduction of new personnel to the Advancement Office.
• Train new personnel in the use of the phones and office policy.
• Prepare job descriptions and new hire documentation.
• Maintain new personnel records.
• Schedule and coordinate staff events including but not limited to staff meetings, annual retreats, and holiday celebrations.
• Responsible for the ordering and stocking of office supplies.

Project Management

• Manages university-wide marketing orders from initial order to payment such as pens, t-shirts, promotional items, and printed materials.
• If payment for jobs is out of another budget, ensure that estimates are signed, and returned to the vendor and that the purchase order is created.
• Responsible for vendor relations including coordinating deliveries with the mailing house.
• Supports the Director of Advancement Production with special projects and events

Reporting: Assist with reporting for Campus Labs

REQUIREMENTS:

• Proven excellent interpersonal and analytical skills.
• Proven experience as a self-starter, working in a team environment, and the ability to perform duties and work independently is required.
• Must be organized and have exceptional verbal and written communication skills.

EDUCATION AND EXPERIENCE: A Bachelor’s degree (B.S. or B.A.) in a related field from an accredited institution and two plus years of related experience is required.

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• West Palm Beach, FL 33401: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

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