This job description is intended to describe the general nature and level of work being performed by people assigned to this classification. It is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
The Advancement Operations Manager serves as a critical member of University Advancement and Advancement Operations teams. Under the supervision of the Senior Associate Director, the Advancement Operations Office Manager is responsible for ensuring that all Advancement managed spaces are inviting, well-maintained, and operating at the highest level. Oversees the ordering of all office supplies and staff requests and cultivates relationships with on-campus partners such as Facilities and Campus Planning to better manage and optimize Advancement spaces.
Serves as main point of contact for Advancement operated event and meeting spaces. Handle reservation requests, approvals, and confirmations for the Alumni Center. Assist clients to determine event and meeting needs including A/V, furniture, etc. and maintain a clean and inviting space. Liaise with Facilities, Chartwells, ITS, and other on-campus partners to ensure that all meeting and event needs are met in a timely and efficient manner.
Work with the Vice President and Senior Associate Director on space planning and will serve as project lead for any renovation projects or moves for the overall division. Coordinate with managers and teams undergoing renovations and/or moves, determine and prioritize needs, evaluate and secure space, liaise with facilities, ITS, and campus planning to ensure spaces meet the team(s)' needs, establish timelines, and routinely communicate with all project stakeholders. Ensure that division leaders understand, support and ensure successful implementation of hybrid work schedules. Proactively consider the division's growth and needs and propose solutions to complex and ever-changing work environments. Work independently with limited supervision and proactively implement projects for the office that will typically be completed at their own discretion. Utilize strong time management, project management and organization skills to manage and prioritize multiple projects and tasks at any given time.
Knowledge and skills for this role typically obtained through a Bachelor's Degree preferred; two to four years of experience working in an office environment, preferably higher education, including one to three years of experience in a customer service or office management role; Must be able to work in a fast-paced environment where out of the box thinking and proactive assistance is highly sought and valued; Strong organizational, communication (written and oral), interpersonal, and computer skills (Microsoft Office including Word, Excel, PowerPoint, and Outlook are required); Extremely detail oriented; High level of self-confidence and enthusiasm; Positive, helpful attitude; Must be an innovative, self-starter and possess a demonstrated ability to be proactive and productive with minimal supervision; Exceptional time management skills are a must; Ability to confidently and diplomatically interact with donors, faculty/staff, vendors, and other visitors is crucial; Demonstrated leadership qualities.
KEY RESPONSIBILITIES AND ACCOUNTABILITIES
1) Space & Office Management
Develop and implement an all-encompassing space strategy for all Advancement managed spaces, including but not limited to: ensuring workstations are available, managing renovations and moves, partnering with managers to make hybrid work models successful from a space standpoint, working with Senior Associate Director to find additional on-campus space as needs arise and change, and suggesting updates to Advancement managed spaces that would improve the work environment for all staff
Serve as the lead for all space planning projects, such as renovations and moves, including, but not limited to: coordinate with managers and teams undergoing renovations and/or moves, determine and prioritize needs, evaluate and secure space, liaise with facilities, ITS, and campus planning to ensure spaces meet the team(s)' needs, establish timelines, and routinely communicate with all project stakeholders
Ensure the physical spaces of University Advancement run efficiently and smoothly, including, but not limited to Columbus Place and 300 Mass Ave
Develop, document, and oversee the processes and procedures regarding inventory ordering and management.
Create systems and processes to streamline ordering and requests in a way that ensures all areas are well stocked and maintained, while also being fiscally responsible
Establish standards for new-hire setups and ensure execution
Oversee routine services and service providers for the division, such as ReadyRefresh, cleaning services, etc.
Serve as CBORD admin for the division, managing building access for all staff and routinely auditing to ensure building security
Develop strong relationships with Facilities, Campus Planning, ITS Mail Services, and other on-campus partners to better manage Advancement managed spaces
Proactively anticipate the needs of the division as they change throughout the year to ensure all departments have what they need to be successful
2) Event Space Management
Handle reservation requests, approvals, and confirmations for the Alumni Center
Partner with the Alumni Relations team for requests relating to the 300 Mass Ave event space in regards to reservations, approvals, confirmations, event needs, etc.
Work with clients to determine event and meeting needs including A/V, furniture, etc. and maintain a clean and inviting space.
Act as primary liaison with Facilities, Chartwells, ITS, and other on-campus partners to ensure that all meeting and event needs are met in a timely and efficient manner.
Work with outside vendors as required to ensure a seamless event experience.
Propose and serve as lead on any updates and renovations to ensure the space meets the changing needs and requests of the clients.
3) Operations Team Support
Provide back-up reception and customer service support for division
Provide back-up IT Tech support for division, which could include AV support in Advancement event spaces
Northeastern University considers factors such as candidate work experience, education and skills when extending an offer.
Northeastern has a comprehensive benefits package for benefit eligible employees. This includes medical, vision, dental, paid time off, tuition assistance, wellness & life, retirement- as well as commuting & transportation. Visit https://hr.northeastern.edu/benefits/ for more information.
Northeastern University is an equal opportunity employer, seeking to recruit and support a broadly diverse community of faculty and staff. Northeastern values and celebrates diversity in all its forms and strives to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion.
All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law.
Founded in 1898, Northeastern University is a private research university located in the heart of Boston. Northeastern is a leader in worldwide experiential learning, urban engagement, and interdisciplinary research that meets global and societal needs. Our broad mix of experience-based education programs?our signature cooperative education program, as well as student research, service learning, and global learning?build the connections that enable students to transform their lives. The University offers a comprehensive range of undergraduate and graduate programs leading to degrees through the doctorate in nine colleges and schools.