Office Manager

WHAT WE DO

When friends and alumni donate to the University of Oklahoma, some gifts are meant to support the University for generations, and others are meant to be put to work right away. OU Foundation Investments (OUFI) is the team that manages and invests all of it. We grow the long-term gifts so they can support the University for decades to come, and we manage the shorter-term gifts so they’re ready when the University needs them. Each year, we deliver donor support to the University to help pay for scholarships, faculty, research, and programs.

THE ROLE

OUFI is looking for an Office Manager to be the administrative backbone of our team and the person who keeps a busy investment office running smoothly so everyone can do their best work. You'll own the office's administrative, facilities, technology, communications, and HR-coordination needs across both our on-site and remote team members.  

We value drive and a track record of keeping things organized. We're looking for someone who takes genuine pride in the detailed, behind-the-scenes work that keeps a team functioning. It's fast-paced and varied, it directly supports the University's mission, and for the right person it's a chance to do excellent work in a role that makes a difference.

WHAT WE ARE LOOKING FOR

• Proven ability to keep offices and workflows organized and on track — experience in executive support, office or operations management, administration, project coordination, or comparable work.
• Independent and proactive; you thrive with limited supervision and take real ownership of the office and its needs.
• Welcoming and service-oriented; you enjoy being a bridge between in-office and remote teams.
• Curious and growth-oriented, always looking for opportunities to professionalize our organization and processes.
• Energized by working with people and solving problems.

KEY RESPONSIBILITIES

Records and Documentation

• Maintain the employee policy library and keep track of its versions; periodically research policies and maintain awareness of peer and industry best practices.
• Check that written procedures are current and route stale documents to the process owner for update.
• Maintain up-to-date copies of OUFI managers’ government-issued IDs and proof of address. (This is a standard requirement in the financial industry, often called KYC/AML.)
• Keep OUFI’s organizational and policy documents in order.
• Maintain vendor and consultant contracts and help track their versions during review periods.
• Maintain the Investment Committee Policy review schedule and support the preparation of meeting materials.

Scheduling and Coordination

• Lead internal and external meeting scheduling, planning, and coordination; serve as the primary point of contact for guests and visitors.
• Manage the team calendar, office holiday schedules, and inclement weather closures, communicating with the team as needed.
• Provide administrative support to the CIO as needed.
• Arrange meeting-space rentals for remote gatherings and help the team with event registration and travel booking.

People and HR

• Help onboard new employees and offboard departing ones, coordinating with the hiring manager, IT, and HR.
• Maintain employee onboarding and offboarding checklists and SOPs.
• Organize team events and celebrations, and keep track of key dates like birthdays, work anniversaries, and project milestones.
• Act as the team’s HR contact for benefits open enrollment, policy updates, and workplace safety.
• Help leadership run periodic employee surveys.

Office and Facilities

• Track and process invoices so that vendors, consultants, and partners are paid accurately and on time.
• Own office expense reporting and employee reimbursements, coordinating with internal teams to ensure timely processing.
• Handle mail, deliveries, and printing; manage office access, keys, and parking.
• Inventory and maintain office supplies; keep shared spaces organized and tidy.
• Monitor cleaning crews and submit building maintenance and furniture requests to keep the workspace inviting and presentable.

Technology Coordination

• Be the team’s first point of contact for internet, phone, hardware, and software problems; track issues and work with our IT provider to get them resolved quickly with minimal disruptions.
• Coordinate computer hardware procurement, inventory and tracking, and travel-device support for the investment team.
• Regularly test conference-room audio/video equipment and escalate issues to IT.

Communications and Outside Relationships

• Support the Investment Committee (the group that oversees investment decisions) under the Investment Operations Manager’s direction; keep the committee’s secure online document library current and post materials before each meeting.
• Manage the procurement and shipment of cards and gifts, including holiday cards and welcome gifts for new firms we partner with.
• Work with Communications to keep the OUFI website content and staff page current.
• Review communications for spelling and clarity.

Other duties as assigned

EDUCATION/EXPERIENCE

• Associate degree.
• Two (2) years of applicable office experience or equivalent.

KNOWLEDGE, SKILLS, AND ABILITIES

• ·Excellent organizational, time-management, and prioritization skills, with the ability to balance competing demands across administration, HR, facilities, and communications.
• Excellent written and verbal communication skills, with strong attention to detail.
• Strong working proficiency in Microsoft 365 (Outlook, SharePoint, Word, Excel, PowerPoint).
• Comfortable with everyday office technology and quick to learn new tools. You don’t need to be an IT specialist — but you should be the kind of person who sorts out a glitchy webcam or a login problem without panic and knows when to loop in our IT provider.
• Good judgment and discretion in handling confidential personnel, financial, and organizational information.
• A proactive, service-minded approach — you anticipate needs and clear a path rather than wait to be asked.

Preferred Qualifications

A talented Office Manager will learn these quickly, but if you already bring them, it’s a plus:

• Experience supporting a remote or hybrid team.
• Experience with a contact-management (CRM) system, or comfort learning new software quickly.
• Any exposure to HR coordination, benefits, or open enrollment.
• Experience coordinating with IT departments or IT providers.
• Familiarity with Microsoft SharePoint, shared document libraries, and basic website updates.

COMPENSATION AND BENEFITS

• Competitive base salary aligned with experience and market standards.
• Medical, dental, prescription drug, and vision insurance.
• Paid time off at an accrual rate of 160 hours per year, accrued monthly.
• 14 paid holidays per year.
• Fidelity-managed 401(k) savings plan. The Foundation contributes generously based on base pay, as well as providing an additional match of employee contributions.
• Employer-paid life insurance coverage.
• Short-term disability insurance.