Office Manager

The Office Manager is responsible for the administrative workflow and logistics for Lifelong Learning events and programming. They will help execute for four key initiatives: Alumni College programs, weekend campus programs, the W&L Travel program, and W&L At Home. The Office Manager also provides administrative support for the Director and Associate Director and is a welcoming initial point of contact for Lifelong Learning Programs participants and campus partners.

W&L’s Lifelong Learning program offers a wide range of opportunities to engage, discover, and connect. Alumni College features 3–5 in-depth academic programs on campus each July, along with three weekend seminars held during the academic year. The W&L Travel Program hosts 12–14 educational journeys annually, both within the U.S. and abroad. W&L at Home delivers dynamic virtual offerings, including a podcast series, webinars, and a book club. Together, these programs invite alumni, parents, and friends of the university to share in meaningful, enriching experiences that strengthen lifelong connections to the W&L community.

Washington and Lee University actively promotes a dynamic and welcoming environment that allows students and employees of multiple backgrounds and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Essential Functions:

• Assists the Director with annual budget preparation. Monitors budgetary accounts throughout the year and makes recommendations as appropriate. Pays bills, prepares invoices, and processes expenses. Manages the Director’s receipts for Workday processing.
• Manages the office’s communication flow with constituents, participants, colleagues, and partners. Serves as the first point of contact for office and directs inquiries within the team as appropriate.
• Manages workflow for Lifelong Learning publications, including the catalog.
• Compiles and distributes program materials for Law & Literature, Alumni College, weekend seminars, and website materials.
• Coordinates accreditation for programs as required.
• Coordinates scheduling, meal plans, housing, hospitality information, meals, and room assignments for Alumni College and all weekend seminars. Fields and satisfies questions from program participants about these logistics.
• Facilitates training, adoption, and application of Slate, Monday, and Qualtrics platforms for survey creation, workflow management, data entry, and data analysis. Imports and exports constituent data and lists to and from Slate.
• Produces reports for tour operators, (e.g. Travel Reports, mailing lists, registration data) and procures trip information and brochures from operator partners.
• Coordinates with Special Events, Housing, Facilities, and other offices to execute on-campus programs, including day-of staffing and logistics (work orders, catering, event manager, room setup, marketing, contracts).
• Plans Family Adventure programming.
• Hires, trains, and supervises student workers.
• Provides program hosting support for the Director and Associate Director of Lifelong Learning.
• Supports the Director in designing and implementing virtual Book Club events.
• Other related duties as assigned.

Work Schedule: Monday - Friday 8:30 - 4:30 with some evening and weekend work hours required in support of Lifelong Learning programming.

Minimum Qualifications:

• High school diploma or equivalent is required. Three to five years of administrative support or event coordination experience or a combination of experience and education for which similar skills would be required.
• Demonstrated experience with event planning and/or complex travel planning in an academic, non-profit, or corporate setting is preferred.
• Ability to think creatively, and work independently, efficiently, accurately, with great attention to detail. Must have the ability to exercise good judgment in a variety of situations. 
• Excellent interpersonal and customer service skills. 
• Excellent written and verbal communication skills and strong organizational capabilities.
• Proficiency with Microsoft Word, Excel, Access, PowerPoint, Publisher, and Outlook is required and experience with Box is preferred, as well as the ability to learn new applications and software. 
• Experience with CaterTrax, 25Live, or Workday preferred.
• Must be available to work some weekend and evening hours when the office is hosting on-campus programs.

Application Materials: Review of applications will begin immediately and continue until the position is filled.  Please upload a resume and cover letter are required with your application. You will be asked to provide names and contact information for three professional references.

Physical Requirements:

• Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.

• Grasping: Applying pressure to an object with the fingers and palm.

• Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.

Working Conditions: The worker is not substantially exposed to adverse environmental conditions.

Types of Work: Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Non-Exempt, Full Time, Benefit Eligible

Washington and Lee is an Equal Opportunity Employer seeking candidates committed to high standards of scholarship, performance, professionalism, and to a welcoming campus community. Job description requirements are representative, but not all‐inclusive of the knowledge, skill, and abilities needed to successfully perform this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.