Manager of Advancement Operations - University Advancement

TITLE

Manager of Operations, University Advancement

JOB SUMMARY

The Manager of Operations, University Advancement is responsible for managing and tracking the department’s budget, providing oversight of departmental contracts, facilitating the procurement process, reconciling departmental purchases and travel, and supporting the overall needs of the department. This position requires a high level of initiative, judgment, and independent critical thinking in order to handle a variety of complex decisions and administrative responsibilities. An individual in this position has the capacity to work independently while also collaborating effectively with teams and executives. Serve as a member of the VP's senior leadership team. Work is performed under general supervision and performance is based upon completion of assignments and results obtained. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies and Procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to:      Executive Director, Advancement Services

Supervises:     May supervise student assistants and interns

ESSENTIAL DUTIES -May include, but not limited to the following:

• Oversee all office operational and technology needs for the division.

• Handle confidential correspondence and sensitive matters, including personnel files.

• Oversee the budgets and funding for University Advancement, Alumni Engagement and Student Life units within the division.

• Provide support to the University with regard to the use of Foundation accounts.

• Manage Division expenditures, including ensuring compliance with Contracts, IT and Risk Management requirements.

• Track and manage active contracts to ensure timely adherence to payments, renewals, extensions and cancellations.

• Meets with the Division management team on related fiscal and administrative processes to ensure targets, expectations and deadlines are met.

• Oversee Division purchase card including submission and reconciliation within university system and in adherence with defined university processes.

• Assists division staff with purchase card and travel card submissions within university systems and in adherence with defined university processes.

• Prepare necessary forms for vendor payments through the TWU Foundation.

• Manage division and human resources processes for new hires, terminations, new positions and reclassification. Responsible for onboarding new hires and offboarding of employee separations & transfers.

• Compiles monthly and adhoc budget and other division reports as required for internal and external stakeholders.

• Assist Division data team with updates to constituent records within the donor database including processing returned mail, deceased reports and information obtained from internal and external sources.

• Receive and prepare daily gifts through USPS for processing. Serve as an alternate for processing gifts within the donor database as needed. Remain current on gift processing policies and procedures.

• Reviews, develops, and updates departmental policies and procedures related to division central operations.

ADDITIONAL DUTIES

• Performs other duties as requested.

EDUCATION

Bachelor’s Degree in Business Administration or related degree is required.

EXPERIENCE

Five years progressively responsible job-related experience, preferably in higher education.

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.  

All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

• Knowledge of budget, human resources, and payroll systems and processes.

• Knowledge of advanced data base applications and personal computer applications.

• Ability to establish and maintain effective work relationships with students, faculty, staff, and the public.

• Ability to provide administrative guidance within area of responsibility, providing direct training and supervision as needed. 

• Ability to apply budgetary and fiscal planning techniques within financial constraints. 

• Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities. 

• Ability to integrate resources, policies, and information for the determination of procedures, solutions, and other outcomes.

• Ability to communicate effectively –orally, by phone, in person, and in writing. 

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee may be required to travel.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment. 

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.

Texas Woman’s University, an AA/EEO employer, provides equal opportunity to all employees and applicants for employment and prohibits discrimination on the basis of race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, or any other legally protected category, class or characteristic.

All offers of employment will be contingent on the candidate’s ability to provide documents which establish proof of identity and eligibility to work in the United States. Positions at Texas Woman’s University deemed security-sensitive require background checks and verification of all academic credentials.

If you are a male between the age of 18 and 25, federal law requires that you must be registered with the U.S. Selective Service System, unless you meet certain exemptions under Selective Service law. Under HB 558, enacted by the 76th Texas State Legislature, if you are currently of the age and gender requiring registration with Selective Service, but knowingly and willfully fail to do so, you are ineligible for employment with an agency in any branch of Texas state government.  For additional information regarding registration or status, you can contact the Selective Service System at 847-688-6888 or www.sss.gov.

Salary: $60,000 Annually