Job Purpose:

The Administrative Operations Manager provides administrative support for members of the Vice President of Advancement’s senior leadership team and serves as the primary coordinator of administrative operations for the Division of University Relations. This position oversees office management functions, administrative systems, facilities coordination, student employee supervision, and departmental support to ensure the efficient and effective operation of Advancement.
This position advances the mission of Gonzaga University and University Advancement by fostering an organized, service-oriented environment that helps the division meet its goals. Serving as a central operational resource, the role promotes continuity, efficiency, and excellent customer service across the division.

Essential Functions:

• 35%% - Office Operations & Administrative Management • Manage day-to-day office operations for University Advancement. • Serve as the primary point of contact for administrative processes, office procedures, and operational inquiries. • Develop, maintain, and improve departmental administrative systems, workflows, and procedures. • Coordinate reception and visitor services, ensuring a welcoming experience for donors, alumni, volunteers, and university guests. • Oversee mail distribution, office supply procurement, equipment inventory, and workspace organization. • Coordinate technology needs and serve as a liaison with Information Technology Services and other campus partners. • Maintain senior leadership departmental calendars, meeting schedules, and shared operational resources. • Recommend and implement process improvements to increase departmental efficiency. • Partner with Human Resources and Advancement managers to support onboarding and offboarding processes for Advancement employees. - (Essential)
• 30%% - Operational Coordination & Project Management • Lead planning and coordination of administrative and operational aspects of Advancement events, meetings, retreats, and donor engagement activities. • Manage event logistics including facilities reservations, catering, transportation, materials preparation, and vendor coordination. • Coordinate division-wide projects and track progress toward completion. • Develop project timelines and ensure deliverables are completed on schedule. • Maintain project documentation and establish standardized processes for recurring initiatives. • Support strategic projects and special initiatives assigned by divisional leadership. - (Essential)
• 10%% - Budget, Purchasing & Vendor Management • Assist with departmental budget monitoring and reconciliation. • Process purchase requisitions, invoices, reimbursements, and expense documentation. • Maintain records of departmental expenditures and provide routine budget reports. • Serve as the primary contact for office vendors and service providers. • Obtain quotes, coordinate contracts, and manage relationships with local vendors. • Ensure compliance with university procurement policies and procedures. - (Essential)
• 15%% - Staff & Student Employee Coordination • Hire, supervise, onboard, train, and evaluate student employees to ensure effective performance and professional development. • Coordinate onboarding and training of student workers and temporary staff. • Provide administrative support and coverage planning during staff absences or vacancies. • Update training materials, office procedures, and operational guidelines. • Foster a collaborative work environment and ensure consistent service standards. - (Essential)
• 10%% - Advancement Support & Other Duties • Provide backup administrative and logistical support to the Vice President as needed. • Maintain departmental records, policies, and procedural documentation. • Attend Advancement events as needed in support of divisional objectives. • Follow and implement building safety protocols. • Coordinate office coverage with Program Assistant as needed. • Perform other duties as assigned. - (Essential)

• Additional Duties as Assigned by the Department

Educational Requirement:

High School Diploma or GED

Years of Related Experience Requirement:

3 years

In lieu of the educational qualifications, candidates may qualify with equivalent professional experience at a ratio of one year of experience for each year of required education. 

Certifications and/or Licensures:

Skills & Abilities:

Proficient in Microsoft Office, Excel, and Word
Proficient in English written and verbal communication skills
Excellent organizational skills
Demonstrated time management, punctuality, and priority setting skills
Strong attention to detail and accuracy
Ability to maintain confidentiality
Strong customer service skills
Proven driving ability with good driving record
Ability to interpret and apply complex policies and regulations
High analytical capability, with ability to identify issues, compare data, and resolve discrepancies
Ability to work flexible schedule including mornings, evenings, weekends, and holidays as needed

Preferred Qualifications:

• Vocational, Associate, or Bachelor's degree.
• Experience in higher education, nonprofit administration or fundraising.
• Experience with SalesForce, Banner or advancement databases.
• Experience in office management, business operations, or executive support.
• Event planning and project management experience.

Physical & On-Campus Requirements:

In-Office Presence - Ability to work on-site in typical office setting and participate in in-person meetings with colleagues: 5 days/week

Standing/Sitting - Ability to remain in a stationary position for a prolonged period: Daily (>75% of time)

Walking - Ability to move about on foot to accomplish tasks: Daily (>75% of time)

Lifting/Carrying - Ability to move or transport objects up to a specified weight (e.g., 50 pounds): Often (50%-75% of time)

Attention to Detail - Ability to focus on detailed tasks for extended periods: Daily (>75% of time)

Problem-Solving - Ability to identify and resolve issues effectively: Daily (>75% of time)