Position DetailsPosition Information Job Title Office Manager, Constituent Engagement Department Alumni Relations Office Job Code C33501 Job category Full Time Staff Terms and Hours Full Time Non-Exempt, hourly position. Salary Range Starting Hourly Wage $21.05; commensurate with experience Job Summary This position is responsible for the management, coordination, and implementation of administrative and business operations related to the programs and functions of the teams within the Constituent Engagement (CE) Office in University Relations. The teams include Alumni Engagement, Parent & Family Engagement and Leadership Annual Giving. This position reports to the Assistant Vice President for Constituent Engagement (AVP).Core Duties
- Act as the primary point-of-contact for the CE teams including serving as a resource about policies and procedures applicable to the University, University Relations Division and Constituent Engagement departments.
- Provide excellent customer service and a welcoming environment to a diverse population including alumni, parents, extended family members, donors and external community partners through in-person, email, and phone communications.
- Respond to internal and external inquiries and take appropriate action as required including proactively addressing potential issues and systematic matters. Act proactively in bringing information and potential issues to the attention of the supervisor or supervisor's designee.
- Manage office operations and attend to daily duties for two CE office locations on the University campus.
- Perform duties associated with providing administrative support and coordinating projects and products, including serving as a point of contact and liaison within the office for assigned areas, as well as a liaison with staff and administrators in other offices across campus for assigned areas.
- Compose and draft documents and correspondence for presentations, letters, and other business for the CE Team. Edit and fact check materials for distribution or publication. Create, maintain, modify, and/or ensure accuracy of content in various documents, reports, websites, and other media (including, but not limited to, digital and social media).
- Collect benchmarking data, create survey instruments and prepare briefings for the AVP and CE as needed.
- Engage in processes and projects related to marketing and communications to stakeholders within CE.
- Manage and/or participate in evening and weekend CE team events or meetings, approximately two times per month, serving in a hospitable role as needed.
- Oversee and engage in administrative, operational, and/or programmatic areas for the CE teams as necessary or assigned. This includes development, maintenance of, training support and use of technological tools and software for data entry and management, projects, events, communication and products.
- Assist the AVP and CE team leads in annual budget preparation and management of the multiple annual operating budgets. Communicate critical information related to finances and provide recommendations when appropriate. Process and monitor financial transactions, including activities such as keeping track of budgets, helping to process reimbursement requests, reconciling monthly budget and department credit card payments, and generating budget reports.
- Serve as the point of contact for general physical and technological maintenance and other facility concerns within the Alumni Center; report any incidents or potential safety problems to appropriate representatives; track completion of required University training. Serve as point of contact for room access.
- Oversee and carry out duties associated with scheduling, organizing, and operating meetings and events for CE Teams, including arranging for services, overseeing the production and distribution of materials, and administering logistics. Plan, schedule and maintain calendar(s) and appointment booking platforms for the AVP, the CE team leads and the engagement.
- Maintain job procedure manual, guidelines and timelines.
- Independently or in collaboration with relevant University offices, guide the staff of the Constituent Engagement in the interpretation and implementation of Human Resources and University Relations policies, procedures, and programs.
- Support department staff and student hiring processes which may include, partnering with HR for posting positions, posting on job boards, sourcing candidates, and supporting the interview/selection process. Additionally, for staff hires, facilitate the pre-employment and onboarding steps for staff hires.
- Supervise student employees as assigned which includes duties related to hiring, scheduling, training, providing guidance, assigning tasks, prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and performance management and evaluation.
Other duties as relevant to the duties of the position or as assigned by supervisor or designee.Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position's purview and responsibility.Education & Experience
- Required: Associate's degree and one year of related experience.
- Preferred: Bachelor's degree.
- Preferred: Prior administrative experience.
- Or a combination of equivalent education and/or experience.
Certifications & Licenses
Knowledge, Skills & Abilities
- Proven success in following through and completing projects in a multi-tasking environment.
- Strong orientation towards taking initiative and ownership of projects and assignments and being proactive with projects, assignments, and process improvements.
- Ability to prioritize, multitask, and meet deadlines.
- Excellent organizational skills and attention to detail.
- Excellent analytical, critical thinking and problem-solving skills.
- Excellent verbal and written communication skills.
- Ability to routinely and independently exercise sound judgment in making decisions.
- Excellent customer service and interpersonal skills.
- Ability to maintain confidentiality and effectively handle highly sensitive and confidential information with sound judgment, tact, and discretion.
- Ability to work independently, receive supervisory input and directions, and effectively contribute and work with a team.
- Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of individuals, groups, policies, and processes.
- Effective ability to use and learn computers, technology, software, and applications at level of sophistication required for the duties of the position, including, without limitation, Microsoft Office (Outlook, Word, Excel, and PowerPoint), the internet, and computerized maintenance management systems.
- All University of Portland positions require the ability to quickly learn and use new technologies, software, and applications in depth and at level of proficiency required for duties of the position. In most situations, the necessity of learning, using, and supporting new technologies, software, and/or applications does not change a job description nor make the position one that involves higher level duties.
Physical Requirements
- Frequently: sit, perform desk-based computer tasks; use fine manipulation and grasp; use a telephone; write by hand; sort and file paperwork.
- Occasionally: stand and walk; twist; lift, carry, push, and pull objects that weigh up to 25 pounds.
- Occasionally: ability to attend events and activities on or off campus.
- Frequently: ability to interact and communicate with members of the University and others as necessary.
Working Conditions
- Stress from work-related situations such as those involving challenging, important, urgent, time-sensitive, or multiple matters.
- Hours of employment: sometimes may require working flexible and/or longer hours, including nights and weekends, when necessitated by projects.
Work Standards
- Respect for the University's mission and Catholic identity: demonstrates commitment to learning, respecting, and contributing to the mission of the University, a Catholic and Congregation of Holy Cross institution. The University's mission statement states in relevant part: we pursue teaching and learning, faith and formation, service and leadership in the classroom, residence halls, and the world. The University's Statement of Inclusion states in relevant part: Our belief in the inherent dignity of each person is founded upon the social teaching of the Catholic Church. At the center of that teaching is the fundamental mandate that every person, regardless of race, color, religion, gender, sexual orientation, social or economic class, age, or disability shall be treated with respect and dignity.
- The full Mission Statement is at: www.up.edu/about/mission.
- The full Statement of Inclusion is at: www.up.edu/disclosures/inclusion.
- Promote culture of safety: demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
- Compliance with laws and policies and procedures: subject to and expected to comply with all applicable University, departmental, and other applicable policies and procedures, including but not limited to, the personnel, business, and/or other policies of the University.
- Compliance with driving-related laws and requirements: when conducting university business while driving, must comply with the Oregon Vehicle Code and University of Portland driving requirements.
- Interpersonal skills: demonstrates the ability to work professionally with all University of Portland community members, external organizations, and any other person or organization employee interacts with in his or her University capacity.
Benefits Medical and dental insurance, life insurance, sick time and vacation time consistent with University policies, long-term disability insurance, flexible spending account benefits, tuition remission benefits generally starting after 90 days (employee) or 2 years (spouse and children) of employment, retirement contributions generally starting after 2 years of employment, and eligibility for the University's home purchase assistance program consistent with program requirements. (Benefits are subject to all relevant University policies, practices, contracts, and any other relevant materials.)Posting Detail Information Posting Number S206-2023 Number of Vacancies 1 Estimated Start DateOpen DateClose DateOpen Until Filled No Special Instructions Summary