The Administrative Office Manager is tasked with overseeing the daily administrative operations for the Newman Community. Collaborating closely with the Newman Director, this individual will ensure that all administrative tasks are fulfilled effectively and punctually, adhering to established protocols, while also seeking opportunities to refine procedures for enhanced quality and efficiency. In addition, the Administrative Office Manager will spearhead the administrative elements of Newman Community's growth and outreach initiatives. This role involves liaising with the University of Rochester's various departments and personnel to leverage resources for the community's benefit. Interaction with diverse groups such as students, parents, alumni, and university staff is a key aspect of this position. The ideal candidate will be someone who supports Newman's mission and is driven to positively impact students’ lives at a premier institution.

Principal Activities

· Oversee and coordinate all administrative functions for organization including purchasing, payroll verification and scheduling of student workers

· Develop, oversee and execute communication plans to engage all constituents.

· Collaborate with University of Rochester Advancement team to ensure community engagement

· Manage and oversee donor database according to established metrics

· Implement semiannual data exchange with university

· Investigate and suggest planned efficiencies across all functions

· Oversee and plan fundraising and stewardship communications for benefactors and donors

· Prepare Advisory Board meeting agendas, communications, minutes and interactions

· Establish strategies to facilitate all administrative functions for newly established Catholic Chapel and Center

· Supervise student workers assigned to administrative functions

· Coordinate stewardship activities both on campus and at remote locations

· Serve as the point person for office manager duties including maintenance, mailings, supplies, equipment, bills, errands, shopping, etc.

· Schedule meetings and appointments

· Maintain the office condition and arrange necessary repairs

· Partner with HR to update and maintain office policies as necessary

· Organize office operations and procedures

· Coordinate with IT department on all office equipment

· Provide general support to visitors as remote receptionist

· Assist in the onboarding process for new hires

· Liaise with facility management vendors, including cleaning, catering and security services

· Other duties as assigned

Skills, Knowledge and/or Abilities

· Motivated to inspire and guide students, demonstrating compassion and a strong commitment to student development and mission driven.

· Possess exceptional verbal and written communication skills.

· Proven track record of cultivating and maintaining professional relationships.

· Highly creative, organized, and self-motivated with a task-oriented approach.

· Capable of prioritizing and managing multiple projects simultaneously while maintaining efficiency.

· Proficient with the Microsoft Office suite and understanding the purpose and functionality of database management software.

· Able to work in a dynamic environment with a team and able to work with and supervise students.

· Demonstrated flexibility and ability to adapt to new situations and challenges.

· Some proficiency in data analysis, particularly using Microsoft Excel or SQL.

Qualifications

• Supportive of Newman mission and Catholic values.

• Bachelor’s degree. (Extensive experience may be considered in lieu of educational requirements.)

• Experience managing administrative functions and problem-solving.

• General knowledge of communication and marketing skills with previous experience helpful.

• Available for working nights, weekends and occasional travel on a minimal basis.

Why Newman

· Exciting collegiate driven atmosphere

· Environment which is mission driven to transform lives of young adults.

· Pay range $20 - $26 per hour.

· Health Insurance

· Pension Plan

· Paid Time Off

· Professional Development

· Disability Insurance

Job Type: Full-time

Pay: $20.00 - $26.00 per hour

Expected hours: 35 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan

Schedule:

• Day shift
• Monday to Friday

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)

Ability to Commute:

• Rochester, NY 14627 (Required)

Ability to Relocate:

• Rochester, NY 14627: Relocate before starting work (Required)

Work Location: In person