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NEOGOV · 1 month ago

Division Operations Manager and Executive Support, Institutional Advancement

Bellevue, WA

Full-time

Onsite

Mid, Senior Level

$72K/yr - $101K/yr

3+ years exp

NEOGOV is associated with Bellevue College, a vibrant, student-centered institution located just 10 miles east of Seattle. The Division Operations Manager and Executive Support role is responsible for providing operational management and executive support for the Institutional Advancement division, managing multiple operational aspects of the Foundation Board interaction, and supervising office support staff.

GovTechHuman ResourcesInformation TechnologySoftware

No H1B

Responsibilities

Act as the primary point of contact and executive support to the Vice President of Institutional Advancement/Executive Director of the Foundation and the Foundation Board of Directors

Exercise independent judgement, decision making, discretion, confidentiality, and creative problem-solving skills to address a variety of administrative and managerial issues such as personnel matters, budget scenarios, resource allocation options in compliance with federal FERPA laws

Plan and execute board meetings, committee meetings, take and manage meeting minutes, and support Board retreats and special meetings

Ensure governance documents are up to date, including conflict of interest disclosures and board member term tracking

Manage new board member onboarding and offboarding processes

Manage and maintain the private document management system for the Foundation Board of Directors

Help produce or compile routine and ad hoc reports in the areas of fundraising, donor engagement and other metrics

Serve as traffic management liaison for Institutional Advancement and ensure timely project completion for multidepartment projects including Web, Marketing and Communications, Foundation, and Alumni Relations

Support College and Foundation Strategic Planning processes to ensure timely goal and objective implementation

Implement lean operations and continual process improvement

Establish rapport and facilitate cooperative working relationships between division and College offices or stakeholders, including Finance, Human Resources, Academic Affairs, and other offices and personnel

Enhance accountability, productivity, efficiency, and professionalism of office operations

Monitor, research, develop and draft policies and procedures for the Division and BC Foundation

Manage and coordinate division activities involving staff and board members (retreats, department meetings, etc.)

Establish common filing systems and procedures, receive and respond to visitors, calls, and email inquiries from constituent groups and the public ensuring process is in place to comply with Bellevue College (BC) records management directives

Work with division leadership to manage resources and office space for staff

Work with division leadership to provide updates and content for Institutional Advancement and the Foundation's public websites

Serve as fiscal agent for tracking the professional development of Institutional Advancement staff and required BC trainings

Support division leadership with human resource related processes and procedures

Manage and support division budgets, including assisting with planning, developing, reconciling and reporting for all division budgets, and recommend financial strategies

Manage and support the contract process for services rendered by external contractors for Institutional Advancement in conjunction with the College's contracts office

Supervise Finance Coordinator, Office Assistant, and Work Study/Student employees

Responsible for recruiting and selecting staff, providing training and development, planning and assigning work, evaluating performance, resolving grievances, and taking corrective action

Qualification

Executive administrative supportBudget managementProject management toolsMicrosoft Office 365Data evaluationHuman resources processesTime managementConflict managementInterpersonal communicationCollaborationOrganizational skills

Required

Bachelor's degree in a related field. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis

Three (3) years of executive administrative support experience or similar experience

Experience managing complex operating budgets

Experience with Smartsheet and/or other project management tools

Experience evaluating and assessing data to inform business decisions

Proficient use computers and software applications, such as, SharePoint, WordPress, and Microsoft Office 365, with advanced experience in MS Excel, especially using complex calculation and function features

Ability to exercise independent judgment, decision making, discretion, and confidentiality

Demonstrated effective skills in time and conflict management, organizing workflows, and implementing policies and procedures

Demonstrated ability to work independently while successfully directing and completing multiple projects while meeting deadlines

Demonstrated experience working with diverse colleagues and/or students in a collaborative and inclusive environment

Effective written, verbal, and interpersonal and communication skills

Preferred

Experience working in higher education

Knowledge of scholarship or financial aid processes

Knowledge of fundraising and performance metrics

Proficiency in a CRM (customer relations management) system, such as Raisers Edge

Familiarity with state and federal compliance requirements for scholarships and grants

Proficiency in database management or similar administrative tools

Familiarity with the Washington Community & Technical College system

Benefits

Generous is offered through Washington State plans that includes multiple medical, dental, life and disability coverage choices for employees and dependents; choices of retirement and deferred compensation plans; paid holidays, sick, and vacation plans; transit program, reduced tuition, employee discounts and memberships, etc.