Advancement Administrative Operations Manager

Advancement & Partnerships:

Join our dynamic and growing Advancement & Partnerships team as we work together to power partnerships and transform lives through philanthropy.

Together, we can unleash the potential of people and ideas to positively change the world.  Your efforts on our team will help us to build the University for the Future.

The Opportunity:

We're looking for an experienced administrative professional to manage day to day operations for our Advancement Operations office. This role keeps a busy, collaborative office running smoothly. You'll support office leadership with project tracking and coordination, manage vendors and contracts, oversee budget coordination and expense reconciliation, and serve as the first point of contact for all staff and visitors. You'll also support employee engagement initiatives, staff onboarding, and help plan division-wide meetings and events.

This is a great fit for someone who is organized, proactive, and comfortable managing multiple priorities in a fast-paced environment.

Classification Title: Administrative Operations Manager II

Responsibilities:

• Provide administrative and project support to Ad Ops leadership, including tracking action items and following up on deliverables.

• Coordinate cross-functional projects and process improvement efforts and help document administrative procedures so the office runs more consistently.

• Serve as a central point of contact across the office's functional teams (which include prospect research, gift processing, IT, reporting, talent development, donor relations, and event planning), helping align priorities and keep projects moving.

• Manage daily office operations, including developing administrative processes and procedures.

• Handle budgeting, funding allocation, and expense reconciliation for office leadership.

• Serve as the front-facing representative for the office, managing visitor check-in, onboarding logistics, and related office support needs.

• Oversee supply ordering and vendor coordination for the division's Research Park offices.

• Manage vendor contracts from start to finish, including timelines, payments, renewals, and record keeping.

• Support employee engagement and recognition initiatives in partnership with the Employee Engagement Committee, including planning and budgeting for staff events and appreciation activities.

• Coordinate all-staff town halls and division-wide meetings, including scheduling, agendas, presentation materials, and day-of logistics.

Minimum Qualifications: 

Bachelor's or Master's degree and 4+ years of relevant experience with at least 1+ year(s) of leadership experience; or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219(6).

Preferred Qualifications:

• Demonstrated experience providing high-level administrative, operational, or project management support to senior leaders, executives, or department leadership.

• Experience building and maintaining effective working relationships with executive leaders, internal stakeholders, vendors, and cross-functional teams.

• Demonstrated success developing, implementing, or improving business processes, operational procedures, or service delivery models.

• Experience working in higher education, nonprofit, or fundraising/advancement settings.

• Experience managing vendor relationships or contracts through a full lifecycle, including renewals and payment tracking.

• Experience with budgeting, funding allocation, or expense reconciliation.

• Experience leading or coordinating cross-functional projects across multiple teams or departments.

• Strong proficiency with Microsoft Office and project tracking tools.

• Strategic thinker with excellent organizational skills, able to manage multiple projects and deadlines simultaneously.

• Demonstrated ability to exercise independent judgment and manage competing priorities with minimal oversight.

Special Instructions to the Applicants:

• The anticipated salary for a well-qualified candidate is between $68,000 and $80,000.

• Advancement and Partnerships values the unique contributions that each team member brings to our division. The final determination