POSITION OVERVIEW

The Office for Institutional Advancement (OIA) Office Manager is integral to the success of Westminster’s advancement program, supporting the department’s general operations and the OIA Leadership Team's needs. The individual must enjoy working in a mission-driven, results-driven, relationship-focused, and community-oriented environment. The Office Manager will have the opportunity to work both independently and collaboratively on a variety of projects within the OIA and must be able to handle a wide range of activities with optimism, discretion, and the highest level of professionalism.

Supervisor: Associate Vice President for Strategic Communications and Events

Supervisory Responsibilities: None

Position Status: Salaried, non-exempt, full-time, regular, 12-month

Hours of Work: Monday through Friday, with core hours from 8:00 a.m. to 4:30 p.m. Occasional evening and weekend work may be required as job duties necessitate. This position is not eligible for the Remote Work Arrangement.

REQUIREMENTS AND QUALIFICATIONS

The requirements below outline the knowledge, skills, and abilities expected of a successful candidate.

• Embraces the mission and strategic priorities of The Westminster Schools
• Upholds and models the core values and operating principles of Westminster’s OIA (Courage, Curiosity, Gratitude, Impact, and Ownership).
• Respect a work environment that values and champions diversity, equity, inclusion, and belonging for all.
• Bachelor’s degree required
• Employs a donor-centric and relationship-focused mindset that informs responsibilities and activities.
• Ability to work with and command the respect of the School’s administrative team, faculty, volunteer leadership, and other high-level executives.
• Technical literacy and comfort in manipulating and analyzing complex data.
• Strong communication skills and ability to work effectively in a dynamic environment.
• Well-developed critical and problem-solving skills.
• Strong and positive interpersonal skills, including tact, diplomacy, confidentiality, and judgment.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly and with excellent attention to detail.
• Highly resourceful team player with a positive attitude, proactive approach, creative spirit, and the ability to be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
• High degree of competency with Microsoft Office and Google Suite software, CRM databases (preferably Raiser’s Edge), and proficiency with project management software (preferably ASANA)
• Knowledge and experience with a Mac environment preferred
• Growth mindset with active engagement in individual and departmental professional development and best practices. 
• Commitment to continually advancing the position's impact on both the OIA and the Westminster community.

ESSENTIAL RESPONSIBILITIES

• Serves as the primary point of contact for the OIA, greeting and supporting visitors, and directing them accordingly.  
• Provides a full range of administrative and strategic support to the Associate Vice President of Strategic Communications and Events.
• Manages the AVP of Strategic Communication and Events calendar and schedule to reflect the highest priorities. Ensures the AVP is fully briefed and prepared with the appropriate materials for daily meetings.
• Works closely and effectively with the AVP of Strategic Communication and Events to keep them well informed about upcoming commitments and responsibilities, following up as appropriate.
• Works closely with the OIA Leadership Team, the Executive Assistant to the Vice President for Institutional Advancement, and the Talent Manager to coordinate, plan, and support departmental meetings, retreats, and other events.  
• Supports the AVP of Strategic Communication and Events with correspondence, itineraries, travel arrangements, and other related tasks, anticipating and addressing their needs.
• Develops excellent knowledge of Westminster’s goals, priorities, and programs.
• Embraces the mission, vision, and strategic priorities of Westminster and the Office of Institutional Advancement (OIA).
• Monitors and directs special projects as assigned by the AVP of Strategic Communication and Events or the Executive Assistant to the VP for Institutional Advancement and Talent Manager.
• Performs other duties as assigned.

Operational Team and Committee Support:

• Provides support to the Executive Assistant to the VP for Institutional Advancement and the Talent Manager in the coordination of work related to Board Committees.
• Provides support for specific initiatives led by the OIA's Communications and Events operational teams as directed by the AVP for Strategic Communications and Events
• Organizes logistics for various Committee meetings, including gathering meeting materials, collecting RSVPs, and coordinating communications with committees.

Fiscal Management:

• Supports the Executive Assistant to the VP for Institutional Advancement and Talent Manager in developing the team’s annual budget as well as quarterly reports for the OIA Leadership Team on budget status. 
• Codes and processes expense receipts for all general office needs as well as for the AVPs on the School’s purchasing card system.
• Manages and processes department invoices.

Office and Facilities Management:

• Collects content for, develops, and distributes the OIA Weekly Update email. 
• Manages and restocks office and kitchen supplies, as needed.  Creates and monitors the KP Duty schedule.
• Coordinates work orders and ensures requests are completed on time.
• Helps maintain the Employee Resource Guide in coordination with the Executive Assistant to the VP for Institutional Advancement and the Talent Manager and updates employee contact information, birthdays, work anniversaries, and other relevant details.
• Responds to the general OIA inbox and answers incoming phone calls, directing them to the appropriate OIA staff member.
• Serves as departmental liaison to Facilities and IT.
• Provides coverage at the Barge Commons front desk as needed.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

While performing the duties of this position, the employee is required to sit; stand; walk; use hands to finger, handle, and feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch, and crawl; talk and hear; engage in moderately strenuous physical activity both indoors and out. The employee may occasionally lift or move up to 20 pounds. Specific visual abilities required for this position include close, distance, and peripheral vision, depth perception, and the ability to adjust focus. The ability to become certified in CPR, AED, and First Aid is required.

While performing the duties of this position, the employee may occasionally be exposed to outside weather conditions and frequently walk on slippery or uneven surfaces.  The noise level in the work environment is often loud.

Westminster is a drug-free, smoke/vape-free campus.

TRAVEL

Travel is primarily local during the regular business day.  Overnight and out-of-area travel may also be required, primarily for planned events, conferences, and professional development opportunities.

Driving a Westminster vehicle may be required for this position.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Westminster is committed to the principle of equal opportunity in employment.  It is Westminster’s policy to provide equal employment opportunities and administer terms and conditions of employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran under applicable federal, state, and local laws.  EOE/M/F/D/V.