Advancement Operations Manager

Department: Col of Engineering and Computing

Classification: Admin Office Specialist 3

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: Hybrid Eligible

Pay Band: 03

Salary: Salary range starting low $50k; commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The mission of George Mason University’s College of Engineering and Computing (CEC) Office of Advancement and Alumni Relations is to build strong, lifelong relationships with CEC alumni and constituents while matching their philanthropic interests with the university’s aspirations and priorities. CEC Advancement team will create opportunities that promote and support the strategic plan of CEC and the university through the identification, cultivation, solicitation, and stewardship of donors.

About the Position:

The Advancement Operations Manager provides executive level administrative support for the Advancement Team. The Operations Manager oversees all administrative processes essential to the successful functioning of the Advancement Office. This includes supporting advancement specific programs, maintaining calendars and databases, coordinating events with advancement team members, and reconciling expenses. Additionally, the position serves as the coordinator for the Dean’s Advisory Board and Alumni Board Meetings.

Responsibilities:

Executive-Level Administrative Support for the Advancement Team:

• Maintains schedule and calendar, including the scheduling of appointments, meetings, and travel;
• Monitors deadlines and brings them to the attention of the appropriate individual;
• Administers and performs executive support functions to include: preparing meeting agendas; arranging meetings requested by the Senior Advancement Director; and logistical set-up, ordering of food, and preparation and or collection of materials needed for the meeting;
• Maintains database of business contacts acquired from meetings;
• Creates briefing materials for the Dean, faculty, and other volunteers participating in donor/prospect visits;
• Performs minor research on donors/prospects by request;
• Trains on development database and supports Advancement team with reports and other tasks as needed;
• Serves as office manager for CEC Advancement team including, but not limited to, answering phones, taking messages, greeting visitors, and maintaining office supplies; and
• Serves as coordinator for any recruitments for the Advancement team. 

Administrative Support for Advancement Programs:

• Manages Scholarship program for CEC Advancement;
• Works closely with CEC Advancement team to administrate the scholarship process for CEC;
• Provides information on available scholarships to the Scholarship Committee;
• Compiles information on the scholarship recipients to share with donors;
• Sends annual reports on scholarships to CEC donors. Manages acknowledgment process for CEC Advancement;
• Runs bi-monthly reports on donations to CEC;
• Works closely with Senior Director of Advancement to have leadership acknowledge all donations received; and
• Coordinates with Dean’s office, Divisional Deans, or Department Chairs when needed.

Support Advancement Team Events: 

• Assists as needed with the annual calendar of CEC Advancement events, programs, and activities, some of which occur on weekends and evenings;
• Works with the Advancement team and CEC communications leadership, as well as with Central Advancement, to create marketing materials specific to each event, including content and design for signage at the event, as well as invitations, brochures, and content for the School website and social media outlets; and
• Performs additional tasks as needed for events.

Reconciliation of Expenses:

• Handles processing all payments related to Advancement events;
• Processes reimbursement vouchers for CEC Advancement team;
• Reconciles P-Card and foundation credit cards for Advancement;
• Reconciles both State and Foundation accounts;
• Pays conference fees and obtains pre-approval for travel requests; and
• Manages the travel system and process for Advancement. 

Administrative/Logistic Coordinator for Dean’s Advisory Board and Alumni Board Meetings:

• Maintains the CEC Advisory Board listserv and member roster of the full board, each committee or task force, and any other subset of the membership. Includes administrative assistants of board member’s when appropriate;
• Maintains a file of policies and procedures currently in force for the operation of the Board, and provides these documents to each new member;
• Prepares appointment letters from the Dean for candidates recommended by the nominating committee. Includes appropriate informational material for new Board members with the mailing of the appointment letter. Submits bio and photo for inclusion on Board webpage;
• Prepares appropriate letter from the Dean for each member reappointed or terminated. Notifies GMU Foundation of changes to board membership;
• Arranges board meeting venues, including food and beverage, room set-up, and technical equipment;
• Takes minutes at Board meetings. Prepares a written summary of matters discussed at the meeting, including names of members present and absent. After review by Board Chairman, distributes minutes to all Board members;
• Sends invites for Board meetings to appropriate CEC faculty and staff; and
• Ensures all information on CEC Advisory Board members are updated in the central database and coded appropriately. 

Required Qualifications:

• High school diploma or equivalent;
• Administrative experience;
• Demonstrated experience in successfully planning events;
• Demonstrated experience in successfully managing multiple projects at a time;
• Effective oral and written communication skills;
• Effective organization and time-management skills;
• Demonstrated interpersonal skills;
• Ability to take initiative, work independently, and meet deadlines;
• Ability to handle sensitive and confidential matters with appropriate discretion;
• Attention to detail and follow-through;
• Proficiency in Microsoft Office suite; and
• Ability to work evening and weekend hours for events as needed.

Preferred Qualifications:

• Bachelor’s degree in related field;
• Experience working in higher education;
• Experience with advancement software and/or databases;
• Demonstrated experience developing and executing fundraising strategies;
• Demonstrated experience working in advancement in higher education or for a not for profit; and
• Ability to work effectively with diverse groups of alumni, faculty, staff, donors, students, and colleagues throughout the university.

Instructions to Applicants: 

For full consideration, applicants must apply for the Advancement Operations Manager at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume.

Posting Open Date:  March 28, 2025

For Full Consideration, Apply by:  April 11, 2025

Open Until Filled:  Yes