Franciscan Missionaries of Our Lady University · 1 day ago
Supervisor Administrative Support
Baton Rouge, LA, United States
Full-time
Onsite
Senior Level
5+ years expFranciscan Missionaries of Our Lady University is seeking a Supervisor Administrative Support for their FMOL Health Philanthropy team. This role provides operational support for the Senior Vice President of Philanthropy and manages executive assistance for foundation leaders, while overseeing office management, board liaison duties, and operational expenses.
EducationHealth CareHigher EducationMedicalUniversities
Responsibilities
Handles administrative responsibilities for the Senior Vice President of philanthropy and Our Lady of the Lake Foundation leaders including calendar, meeting, and office support as well as multiple fiduciary activities for the foundation
Initiates and manages tracking for new systemwide strategic initiatives such as donor naming process, training goals, system and market-specific strategic plans
Collaborates with executive assistants throughout the System to coordinate calendars of the Foundation president and leadership team, and handles meeting agendas and details for multiple office locations and for all full team gatherings
Welcomes and onboards new team members, oversees annual team training plans
Manages the contracts system to activate new contracts, track them through the approvals process, and frequent problem solving
Leads the in-kind donor process for the Children’s Hospital and Regional Medical Center. Key contact for more than 50 donors annually, schedules drop offs, and works with hospital partners on deliveries and recognition. Includes leading and managing Christmas/holiday donations where more than 750 families are served
Handles office supplies and technology support needs
Oversees special projects as needed
Creates and maintains schedules, invitations, communications, and membership details for all activities of the Our Lady of the Lake Foundation’s full board and committee meetings
Works with Our Lady of the Lake Foundation teams to create quarterly meeting packets (agendas, standard and new reports) for each quarterly board and committee meeting. Works with other FMOL Health foundation leaders to expand and standardize quarterly reports
Responsible for new member welcome gathering(s) and orientation including interactions with current members, new member packets, and correspondences
Works with members to schedule interactions outside of regular meetings
Maintains membership and term information
Always available to answer questions and support other activities as needed
Manages all aspects the Foundation’s operational expenses including knowledge and navigation of multiple functionalities and processes within Oracle and other platforms, Pcard details and reconciliation, and connecting expenditures with departments
Partners with Foundation team members and multiple hospital authorized users to deploy donated funds through Oracle and in alignment with donor intent. Follows and tracks multi-level processes associated with Foundation spending policies. Tracks expenditures for impact reporting
Manages, tracks and updates vendor relationships, and navigates frequent troubleshooting
Collaborates with hospital and system partners in Finance & Accounting to remain up-to-date with evolving processes
Qualification
Required
Five+ years of experience in office management and executive assistance
Ability to navigate complex systems and programs such as Oracle, non-profit databases, contract navigation, etc
Ability to prioritize, work efficiently and meet deadlines
Detail-oriented with excellent planning and organizational skills
Excellent interpersonal skills, tact, and diplomacy with the ability to develop and maintain cooperative and successful working relationships with volunteers and staff
Proficiency in MS Office Suite (Word, Excel, PowerPoint and Outlook)
Must be willing and available to periodically work evenings according to event-related scheduling
High School diploma or equivalent
Preferred
Experience working with a Board of Directors/Governing Board
Ability to think several steps ahead and anticipate needs and challenges
Works independently with minimum supervision
Demonstrated ability to maintain confidentiality and discretion
Excellent oral and written communication skills, including ability to write and edit memos, reports, e-mails, agendas, minutes, etc
Ability to build working relationships with various personalities in a variety of settings
Company
Franciscan Missionaries of Our Lady University
Franciscan Missionaries of Our Lady University is a non-profit university offering higher educational services in healthcare sciences.
2-10 employees
Funding
Current Stage
Early StageLeadership Team
Esther M. Penns
Chief Student Affairs Officer
Recent News
2025-03-12
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