Office Manager (30408)

Job description

Job DetailsLevel ExperiencedJob Location Mount St. Joseph University - Cincinnati, OHPosition Type Full TimeDescription


Provides critical administrative and project support to the Division of Institutional Advancement.


  • Assists Vice President(s) with Cabinet-level responsibilities, division-wide planning.
  • Assists the VPIA with the development of and monitoring of IA office systems/processes/reports.
  • Assists Vice President(s) with related Board committees, making arrangements for meetings, attending the meetings, preparing minutes, reports, correspondence, and mailings.
  • Monitors Division of Institutional Advancement operating budgets; prepares purchase orders and expense reports; coordinates billing invoice chargebacks.
  • Provides administrative support for the VPIA, and the Director of Development.
  • Assists VPIA, and Director of Development with travel arrangements, and scheduling appointments.
  • Conducts preliminary research and CARS fact-checking.
  • Maintains VP-level and institutional lists for mailings, Mount News Magazine, and other strategic communications.
  • Assist in working with vendors and consultants as needed.
  • Perform other general administrative duties, including ordering supplies, maintaining an organized office, overseeing office equipment, etc.
  • Contributes to team effort by welcoming new and different work requirements; exploring new opportunities to enhance the services of the division; helping others accomplish related job results as and where needed.

Primary Contacts:

VPIA, Institutional Advancement staff, President and President’s Administrative Assistant, Board of Trustee members, alumni, donors, and other members of the University community.

Supervision Exercised: IA co-ops and student employees

Supervision Received: Works toward a previously defined objective with little supervision and uses a wide range of procedures; plans and arranges own work referring unusual cases to a supervisor.


Education: High School Diploma minimum; Bachelor’s degree preferred.


Extensive office experience, preferably at the office management level

A demonstrated ability and commitment to diversity, equity, and inclusion.

Specialized Training:

Proficient in the use of Microsoft Office software; Jenzabar or similar database experience strongly preferred.

Skills, Attributes

Customer Service:

  • Exhibits a “customer first” orientation in providing exceptional service in all responsibilities and interactions demonstrating versatility in handling people and situations.
  • Adapts willingly and quickly to changing priorities, responsibilities and customer needs and expectations; anticipates and identifies customers’ needs.
  • Maintains strict confidentiality.
  • Available for evening and weekend work as necessary for fundraising events and special events


  • Communicates cooperates and collaborates with others to achieve common office, division, or University goals.
  • Willingly assists in various responsibilities as appropriate within the Institutional Advancement Division as required during high service demand times.


  • Develops and nurtures an effective, productive and respectful rapport and working relationship with Institutional Advancement colleagues, students, and faculty, maintaining an appropriate level of professionalism.
  • Communicates information clearly and concisely and listen well to others.
  • Uses and promotes excellent phone communication skills.


  • Maintains a high level of accuracy, consistently reviewing work to detect errors, oversights or omissions, and ability to accurately proofread.


  • Takes immediate and independent action when necessary assuming initiative for creative problem-solving.
  • Accomplishes tasks with follow through to completion.


  • Proficient in Microsoft Office, spreadsheets, PowerPoint, as well as able to learn and stay current with new technology at the University.

Work Environment, Physical Demands:

Computer work; filing, coordinates mailings; sitting in one position for long periods; multiple concurrent tasks with periodic service interruptions; detailed work.

To apply, please upload a cover letter, resume, and contact information with three professional references.

A review of resumes will begin immediately and continue until the position is filled.

Please click here to review the University's Non-Discrimination Policy.

Mount St. Joseph University is an Equal Opportunity Employer




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Job No:
Posted: 10/11/2019
Application Due: 11/29/2019
Work Type: