The office manager is responsible for prioritizing multiple and complex assignments for the Office of Alumni Relations (AR), ensuring deadlines are met, and resources are appropriately assigned and tracked. This position manages, monitors, and reconciles monthly budget activity for five operating budgets totaling nearly $250,000 and six restricted accounts. The office manager processes and tracks expenses, requisitions, and revenue transactions; strategizes with project managers and the division’s director of finance and administration on the annual budget; prepares monthly and periodic reports using Workday Financials. The office manager provides executive-level support to the senior director, scheduling appointments, making travel arrangements, and coordinating meetings across campus and with external constituents. The office manager is also responsible for the ancillary support of the other administrators in AR. This position is responsible for data management including event registrations and ensuring the CRM system accurately tracks alumni engagement and event participation. This position also works closely with the Alumni Board of Directors, supports the Alumni Association’s travel program, serves as the primary receptionist, and is responsible for recruiting, hiring, scheduling, supervising, and motivating the office’s student workforce.
- Manage, allocate, and reconcile departmental budgets and restricted accounts for AR; assist in the preparation of annual budget requests; collaborate with the division’s director of finance and administration on budget planning and appropriations.
- Develop detailed monthly financial reports, anticipate departmental needs, forecast budget projections, and advise the senior director and Cost Center managers on current budget status.
- Process and monitor with accuracy all departmental expenditures and revenue transactions for the following:
- Alumni Relations operating budget;
- Student Programs;
- Regional Programming;
- International Alumni Engagement;
- Various restricted accounts.
- Receive, reconcile, and deposit event payments into appropriate revenue accounts and track in CASHNET; responsible for initiating revenue transfers.
- Remit expenses in Workday, determine fiscal needs and create budget transfers, prepare journal entries to reallocate expenses charged or revenue credited to the incorrect Cost Center or Spend Category, as needed.
- Perform all accounting activities: prepare purchase requisitions, payment transactions, Concur expense reports, independent contractor evaluation forms, and revenue deposits; prepare and renew annual service contracts.
- Run comprehensive Workday Financials GFT reports on unrestricted, restricted, and scholarship, and endowed accounts; track expenditures, distributions, and balances; reconcile with CRM database; validate gift account journal entries.
- Adhere to the policies and procedures set forth by Finance, Accounts Payable, Torero Travel & Expense, Procurement, and General Counsel.
Executive Support/Office Management
- Manage and adjust office workflow in an environment with continually shifting priorities for maximum efficiency; ensure deadlines are met; maintain a professional, diplomatic, and cheerful demeanor in all situations.
- Regularly meet with the senior director on strategic initiatives, departmental priorities, and for updates and direction; support the senior director in leading an effective and dynamic alumni relations team.
- Provide direct support to the senior director of Alumni Relations including composing and editing correspondence to/from alumni constituents and facilitating donor cultivation and prospect management opportunities; assist with stewardship activities as directed.
- Complete and submit gift processing forms for all gift types and payments; input contact reports, prepare customer relationship management (CRM) reports, and conduct database research.
- Manage appointment calendars and coordinate travel arrangements with the university’s corporate travel partner.
- Work collaboratively with the senior director and director of international engagement and alumni outreach to support the Torero Travel Program and various international reunions.
- Coordinate on- and off-campus meeting arrangements including dining reservations, ordering catering, scheduling meeting rooms and reserved parking for guests including other accommodations for those with special needs. Send meeting notices/updates, confirmations, and materials as needed.
- Work collaboratively with AR staff and University Events and Partnerships in the production of Alumni Association events.
- Staff special university, community, and constituent events.
- In conjunction with the division’s director of finance and administration, ensure all departmental personnel needs are met including onboarding new employees, coordinating training and performance evaluations, and communicating processes.
- Greet and assist visitors; create a welcoming environment for and provide exceptional customer service to a large volume of walk-in visitors.
- Maintain alumni ID requests made in person, via phone, or through email; add updates or new records in CRM system.
- Answer multiple phone lines, direct confidential information to appropriate personnel, and provide courtesy support for other offices as needed.
- Responsible for organization and maintenance of both electronic and paper files including responding to and routing of email to firstname.lastname@example.org and email@example.com addresses.
- Independently maintain physical appearance of workspace, reception area, mailroom, and storage areas; maintain university equipment.
- Purchase software, equipment, and office supplies; maintain subscriptions and memberships.
- Recruit, train, schedule, motivate, supervise, and evaluate assigned student workers.
- As determined by the senior director, perform other duties as assigned.
Alumni Association Board of Directors Support
- Provide communication support for the Alumni Association Board of Directors, including but not limited to:
- Assist in creation and distribution of all written communication;
- Take RSVPs for all Alumni Board activities;
- Update Alumni Board of Directors website and Encompass group.
- Record and file Board meeting minutes, post meeting minutes to web/Encompass group, and run Advance reports as needed for assigned committees.
- Assist in creation of presentations to include any associated materials for Alumni Board meetings or other meetings as assigned.
- Prepare meeting logistics for Alumni Board meetings, including catering menus, room requests, special parking reservations, teleconference setup, laptop and projector setup, webinars, etc.
- Calendar and plan all logistics for the following Board meetings:
- Alumni Board quarterly meetings;
- Executive Committee meetings;
- Other committee meetings as assigned.
Produce the monthly dashboard report. Gather data via Encompass, Salesforce, and CRM system as well as from campus partners. Work with campus partners to identify alumni engagement across campus (for example – Founder’s Chapel alumni marriages).
Input relevant information in Advance; prepare reports and database research as directed.
Responsible for all event coding in CRM system including but not limited to:
Review every event registration confirmation to ensure registrants are coded in a timely manner;
Ensure constitute records are updated;
Process registrant donations in conjunction with Advancement Services and Accounting, as needed;
Check each registration for class notes and other information, processing accordingly;
Check each event registration for prospect management assignment and ensure that designated prospect managers are notified of registrant’s participation.
Special Conditions of Employment:
The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. https://www.sandiego.edu/onward/
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
- Requires high school diploma.
- Minimum of five years’ administrative/executive support experience including a strong understanding of standard office procedures and best practices, equipment, and business/professional ethics.
- A bachelor's degree from an accredited college or university may substitute for up to two years of work experience.
- Excellent written and oral communication skills required as well as exceptional critical listening and thinking skills; must exhibit attention to detail with a high degree of accuracy.
- Strong command of the English language including grammar, spelling, punctuation, formats, proofreading, and syntax.
- Considerable knowledge and understanding of accounting and budgetary procedures; ability to develop financial plans and manage resources.
- Must be able to work independently, taking initiative and setting priorities in a dynamic environment of regular interruptions, multiple projects, and deadlines.
- Ability to problem solve and anticipate the needs of the department; be responsive and flexible in order to contribute to evolving work situations.
- Must possess excellent interpersonal, organizational, and time management skills.
- Advanced proficiency with MS Office programs, especially Excel, and Google applications; experience with database management systems and financial reporting/tracking platforms; ability to learn new computer programs and adapt technology quickly and efficiently.
- Must have a positive attitude, patience, enthusiasm for the job and a sense of humor, and show maturity and responsibility while working in a professional environment.
- Bachelor’s degree preferred.
- USD alumnus/a preferred.
- An outgoing personality with comfort in developing new relationships preferred
Performance Expectations: Knowledge, Skills and Abilities
- Commitment to working as a member of a team and collaborate with colleagues.
- Strong sense of integrity and ethical conduct.
- Cultural competency and sensitivity a must; ability to understand different cultural contexts and viewpoints, demonstrate respect for others, adapt to different cultural settings; and accept cultural differences.
- Must be able to respond to unanticipated situations and shift priorities at a moment’s notice in a fast-paced office environment remaining calm in challenging situations.
- Ability to concentrate on phone calls or projects in an environment that can be distracting and subject to multiple interruptions.
- Communicate with clarity, and maintain an attitude that conveys respect, cooperation, honesty, and resourcefulness.
- Ability to supervise, teach, and motivate people.
- In controversial/sensitive matters this person will need to know how to respond effectively and refer individuals as needed for further assistance, while maintaining confidentiality and professionalism at all times.
- Familiarity with university history, departments, fiscal procedures, and personnel policies
- Ability to work some evenings and weekends for events, meetings, and programming, as needed.