Job Description

Embry-Riddle: A Global Leader in Aviation and Aerospace 

With vibrant campuses in Daytona Beach, FL and Prescott, AZ, plus a Worldwide network across approximately 120 locations, Embry-Riddle stands as the world’s largest aviation and aerospace university. For over 95 years, we've been pioneering education in STEM fields, serving over 11,600 residential students and 19,200 globally in the 2023-24 academic year with cutting-edge programs in Applied Science, Aviation, Business, Technology, Engineering, Safety, Security, and Space. 

The Opportunity 

Reporting to the Senior Vice President for Philanthropy and Alumni Engagement, the Advancement Operations Manager is responsible for administering the division’s budget and financial operations, as well as managing the division’s Human Resources functions. The role works closely with the PAE leadership team to ensure fiscal responsibility across the division. Key responsibilities include budgets, forecasts, and financial reports; monitoring individual fundraiser expenditures to ensure compliance with university travel and business expenses policies; onboarding and offboarding division staff; and negotiating and managing division contracts. The Manager also supervises the Daytona Beach PAE Administrative Coordinator and works closely with the Senior Vice President’s Executive Assistant to support division-wide processes.

Key Responsibilities and Duties

Essential Responsibilities

• Manage the UADV expense budget of approximately $1.4 million, including oversight of revenue and expenses and ensure accurate departmental financial reporting.

• Collaborate with the Accounting and Budget offices to develop annual budgets, validate posted transactions, and ensure compliance with University financial policies and procedures.

• Track and monitor spending by frontline fundraisers, and prepare monthly financial reports for PAE leadership, including budget-to-actual spending and recommendations for re-forecasting, as needed.

• Negotiate and manage vendor contracts, ensuring timely payment processing. Prepare and submit procurement and budget documentation such as bid waivers, purchase requisitions, budget amendments, new vendor setups, and miscellaneous payments.

• Process purchase requisitions and assist PAE staff with expense reports and procurement card verifications, ensuring accuracy and compliance with University policies.

• Collaborate with the Controller’s Office, by utilizing their financial reports to identify underspent funds and notify Donor Relations to ensure private, non-scholarship funds are allocated properly and spent in accordance with gift agreements.

• Provide oversight of the Philanthropy & Alumni Engagement strategic plan by tracking funding progress and preparing updates for the President’s Office and Board of Trustees.

• Provide the University Budget Office with revenue projections, budget forecasts, strategic initiative spending updates, and fiscal year budget spreads.

• Maintain an up-to-date PAE staff position roster in coordination with HR and the Budget Office, and process annual raise letters for PAE staff.

• Serve as the primary HR liaison for the Philanthropy & Alumni Engagement division, acting as the point of contact between PAE leadership and Human Resources.

• Assist with recruitment activities for the division, including posting job openings, reviewing resumes, coordinating virtual and in-person interviews, and supporting onboarding for new hires.

• Manage staff off-boarding processes in coordination with Human Resources, ensuring timely completion of required documentation and access changes.

• Serve on PAE candidate screening committees and participate in the evaluation and selection of candidates for division roles.

• Serve as a member of the Philanthropy & Alumni Engagement leadership team, contributing to operational planning, staffing discussions, and division-wide initiatives.

Supervision

• Mentor and supervise the Daytona Beach Administrative Coordinator, providing guidance and support to ensure effective performance and professional development.

• Train staff on University policies, procedures, and systems to ensure compliance and operational efficiency.

• Delegate ad hoc projects as needed to support division priorities and enhance administrative capacity.

Additional Responsibilities

• Serve as a member of the PAE leadership team, contributing to strategic planning and operational decision