Organization: Washburn University Alumni Association and Foundation
Title: Development Operations Specialist
Job Classification: Non-exempt, Full-time
Work Schedule: 8 a.m. – 5 p.m. Monday through Friday
Reporting Relationship: Chief of Staff
 
Primary Accountability:
Full-time professional position responsible for providing support to the Washburn University Alumni Association and Foundation (“Foundation”) by completing all tasks in the most professional, efficient and thorough manner possible, while requiring little supervision. Maintains official corporate records and executes administrative policies and procedures. Serves as office manager and acts as coordinator for the clerical and administrative function of the office to ensure efficient office operations.

The Operations Specialist supports the Foundation’s commitment to excellent customer service by facilitating communication between campus partners, Foundation staff and stakeholders. This position works closely with the Foundation staff, the University President’s office, and other University and Community administrative and executive offices in carrying out all responsibilities of this position.
 
Major Duties:

• Serves as lead for the daily credit card report, check, cash deposit. Prepares accurate electronic deposits of cash receipts, credit card payments and related logs as needed;
• Perform a wide variety of executive secretarial and administrative duties as required by daily operations of the Executive Directors’ and/or Development Directors’ offices;
• Management and scheduling of the Executive Directors’ and/or Development Directors’ time and meetings to ensure seamless arrangements; coordinate attendance at dinners and special events;
• Execute administrative duties as required by daily operations of the Alumni Association and Foundation offices including but not limited to ensuring the office is staffed, and answering phones and assisting those who walk in;
• Process payment of invoices, assist in the preparation of expense reports
• Develop and maintain current and systematic file management system for Foundation corporate files, human resource and employment policy files;
• Coordinate room scheduling for the building, office activities and some internal organization events;
• Coordinate sponsorship of civic events;
• Ensure building problems are resolved in timely manner, overall office and kitchen supplies are well stocked, and landscaping/main entry are well maintained.
• Develop and recommend office procedures and systems, and ensure accurate documentation of procedures;
• Maintain accurate records in the donor information system;
• Special projects and other duties as assigned.

Qualifications:

• Associates Degree or above preferred; high school diploma required.
• Experience managing an office setting preferred;
• Experience managing a daily credit card, cash or check deposit preferred;
• Advanced knowledge of Microsoft Office including Word, Outlook, Excel, PowerPoint etc. Familiar with processing, spreadsheets, database and presentation software;
• High level of interpersonal skills to handle sensitive and confidential situations.
• Excellent verbal and written communication skills;
• Excellent planning and organizational skills;
• Ability to collaborate and build working-relationships across all levels of the organization;
• Ability to work with minimal supervision - takes initiative and solves problems;
• Professional demeanor, appearance, confidence and attitude;
• Ability to maintain complete confidentiality;
• Ability to handle and prioritize multiple tasks through to completion;
• Demonstrated ability to manage details, efficient work habits, and flexibility; and
• Reliable and predictable attendance.

Physical Demands:

• Ability to sit for extended periods of time;
• Ability to read printed materials and computer screens;
• Ability to attend meetings at various sites;
• Ability to hear and speak in person and over the telephone; and
• Ability to unpack and move supplies up to 30 lbs.

Work Environment:

• Professional and deadline-oriented environment in an office setting; and
• Daily interaction with internal/external executives and respective staff, campus partners, donors, other customers.

Additional Duties:
Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee(s) holding this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.

EEO Employer

Washburn University Alumni Association and Foundation is committed to building a community of support to continuously strengthen Washburn University and enhance the educational opportunities and experiences of our students. We build life-long partnerships with alumni and friends, and secure, invest, and steward private financial support.