Office Manager, Foundation and Alumni Relations

2 weeks ago

New Westminster, Canada Douglas College Full time

**Work Arrangements**
- This regular full-time position is available as of March 1, 2023. Regular hours of work are 8:30am to 4:30pm, Monday to Friday; however occasional evenings and weekends may be required.
- Travel between Douglas College’s locations and to other locations in the lower mainland as required.**What Douglas Offers**

DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.

**The Role**
- The Office Manager, Foundation and Alumni Relations is responsible for planning, organizing and managing administrative services and work processes within the Foundation and Alumni Relations Department. Employing administrative best practices, the Office Manager, Foundation and Alumni Relations creates and maintains an efficient and well-coordinated administrative infrastructure and provides administrative and confidential support to the Director, Philanthropy and the Associate Director, Annual Giving and Alumni Relations. Provides project support and monitors and reports on key projects and data points to track strategic initiatives.**Responsibilities**
- Under the direction of the Director, Philanthropy with dotted line reporting to the Associate Director, Annual Giving and Alumni Relations,
- _the_
**_ Office Manager, Foundation and Alumni Relations _**is accountable for the following:
**1.**
**Provides operational and administrative support to the Foundation and Alumni Relations Department**
- Provides administrative and confidential support to the Director, Philanthropy and/or the Associate Director, Annual Giving and Alumni Relations including organizing and coordinating meetings, interviews, events, catering and other activities for alumni and donors as required;
- Coordinates correspondence and communications, preparation of a variety of documents and reports; initiates follow up action, or responds on behalf of the Director, Philanthropy and/or the Associate Director, Annual Giving and Alumni Relations;
- Coordinates and attends College and Departmental meetings for which the Director, Philanthropy and/or the Associate Director, Annual Giving and Alumni Relations is chair or a management resource. This includes but is not limited to scheduling meetings (virtual or in-person), preparing agendas, coordinating calendar invites, recording minutes for timely distribution, making recommendations and following up on action items as required;
- Provides project management support to the Director, Philanthropy and/or the Associate Director, Annual Giving and Alumni Relations for key departmental initiatives including monitoring and reporting on progress. Independently manages shorter-term projects or initiatives;
- Triages complex and sensitive issues;
- Assesses the urgency of competing issues and makes informed decisions that maintains strategic administrative support for the department;
- Receives, opens, prioritizes and sorts all incoming mail and coordinating outgoing mail including courier and intercampus shipments;
- Receives all incoming forms and documents, handling department photocopy, filing, and shredding requests;
- Processes orders of business cards, name tags, and office signage requests using appropriate templates and liaises with the Print Shop accordingly;
- Manages the day-to-day operations of the office ensuring consistency of practice, optimum service levels as well as maintaining an efficient and well-coordinated administrative infrastructure;
- Inputs donor/alumni moves into Blackbaud Raiser’s Edge NXT;
- Develops and maintains a secure records system for documents and files of a confidential or sensitive nature, e.g. budget submissions, performance evaluations, employee information and departmental planning;
- Receives all departmental correspondence and determines appropriate course of action, including composing responses on routine issues, obtaining relevant information to fulfill a request or referring as appropriate;
- Coordinates the preparation of the operational budget, capital budget and capital requests for the department; liaises with Facilities and Purchasing to obtain quotes;
- Monitors budget accounts and expenditures for the department;
- Reviews, verifies and reconciles expense claim reports, credit card statements, invoices and cheque requisitions and submits for processing;
- Responds to legal and insurance related requests for departmental employees.
- Prepares agreements for contractors; tracks invoices and payments against budget;
- In collaboration with the Director, Philanthropy and/or the Associate Director, Annual Giving and Alumni Relations, develops onboarding materials in collaboration with specific to th

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