Office Manager - College of Liberal Arts & Sciences Office of Advancement

Illinois International; Urbana (IL); On-site; USD 42,000 - 62,000; Full time

Job summary

The Office Manager at College of Liberal Arts & Sciences Office of Advancement coordinates donor stewardship tasks, prepares reports, and maintains records to support LAS advancement activities. The role ensures timely completion of recurring administrative duties and serves staff and donors with professional support.

Duties include managing weekly gift acknowledgments, compiling donor data for letters and emails, maintaining the TED donor database, and producing stewardship reports for the LAS

Qualifications

• Strong organizational and time-management abilities.
• Excellent written and verbal communication.
• Ability to manage multiple tasks and stakeholders.

Responsibilities

• Facilitates and manages weekly gift acknowledgment process for all gifts; prepares data for letters and emails and uploads to TED.
• Compiles donor data for monthly fund/donor reports and distributes to LAS advancement team.
• Maintains documentation on stewardship policies and information systems and coordinates access to confidential information.
• Provides travel, scheduling, and expense-reporting support for Stewardship team and development directors.

Skills

Organizational skills

Communication skills

Problem-solving

Administrative coordination

Project management software

Tools

Emburse

TED

Job description

Office Manager - College of Liberal Arts & Sciences Office of Advancement

The College of Liberal Arts & Sciences Office of Advancement is searching for an Office Manager that is responsible for supporting administrative operations and business processes that support donor stewardship, reporting, records management, and office functions. The position coordinates workflows, maintaining operational documentation, overseeing information management practices, and ensuring the timely completion of recurring administrative activities. Through strong organizational, communication, and problem-solving skills, the Office Manager helps maintain efficient office operations, supports departmental initiatives, and serves as a key resource for staff and donors.

Duties & Responsibilities

Gift Acknowledgement & Recurring Reporting

• Facilitates and manages weekly gift acknowledgment process for all gifts received to the college. Includes running report of gifts received, preparing data for mail merge, mail merging data to create letters, proofreading and editing letters for review, preparing select acknowledgments for email, printing and mailing letters and ensuring emails are sent, and uploading documentation of all acknowledged gifts to \"TED\" (Tracking and Engagement Database), the University of Illinois Foundation's advancement/donor database. Facilitates the same process on an annual basis for recurring gifts.


• Maintains and compiles data on new fund agreements to produce monthly fund agreement digest and letters for Dean's office.


• Compiles and produces report of donor gifts to the college (weekly) and report of deceased constituents affiliated with the college (monthly), distributing to the LAS advancement team and other staff as appropriate.


• Compiles and produces other stewardship reports to be used by Stewardship team and/or shared with units, on a monthly, quarterly, or other cycle, depending on the report/unit.

Process Documentation & Information Maintenance

• Creates and maintains documentation related to stewardship/donor relations policies, procedures, and information systems for LAS advancement staff and interns. Includes regular review and tracking of existing and needed documentation, developing new documentation, and updating existing documentation as processes change.


• Coordinates process for college and unit personnel access to confidential information. Includes review, distribution, collection, and documentation of signed confidentiality agreements and access to TED.


• Manages process for uploading impact reports, donor communication, and other advancement documents to TED.

Administrative Support

• Provides general administrative support for Stewardship team and select Development directors, including arranging travel, scheduling meetings, updating calendars, and producing expense reports in Emburse.


• Monitors LAS-Stewardship email account. Responds to inquiries as appropriate and/or routes to appropriate Stewardship team staff members for response. Sends emails on behalf of Stewardship team as appropriate.


• Manages supply inventory for mailings such as acknowledgment envelopes, letterhead, etc.


• Manages schedule/calendar for Stewardship team projects and activities, utilizing project management software if applicable.


• Provides back‑up support for