Operations Manager

The Operations Manager will oversee all internal operations in the office of External Relations and provide executive level support to the Associate Dean. This includes managing two direct reports which include the Peabody Development Coordinator and the Financial Analyst and overseeing all financial and administrative operations with an emphasis on development initiatives to support and increase philanthropy and constituent engagement. All financial, administrative and strategic planning to support the infrastructure of the office specific to the development, alumni relations, and constituent programs will be led by the incumbent. The preferred candidate will have fundraising experience and must be able to identify important goals, objectives, and issues beyond day-to-day operational knowledge. The individual’s expertise includes the ability to prioritize, develop and implement comprehensive strategies and oversee specific program management. The incumbent will work closely with the Associate Dean and by leveraging relationship across the director level in the institution and nurture the professional skills and growth of the Peabody Development Coordinator and Financial Analyst will achieve his or her objectives. The breadth of activity, number of internal and external partners, and fast pace of the office require a high level of independent thinking, integrity, good judgment, attention to detail, flexibility, advanced computer skills, and excellent written and oral interpersonal communication.

The Operations Manager will:

Operations and Administrative

• Ensure that the administrative support pool for the office is coordinated as related to work distribution, and quantity and quality of work.
• Lead and coordinate team meetings and work groups, including presenting and discussing issues and facilitating discussions for the purpose of developing plans or identifying solutions to address workflow, strategy, and goal alignment.
• Recommend, develop, and implement policy and procedural changes to improve operations of the office.
• Oversee the execution of briefings and itineraries for donor and prospect visits for the Dean and Associate Dean and work in tandem with the Development Coordinator and the Sr. Special Events Coordinator.
• Oversee the administration of donor research and prospect and donor analytics from Central
• Manage the calendar and oversee the support for national and international travel for the Associate Dean
• Responsible for overseeing and resolving issues and answering questions from internal and external constituents, providing guidance, and disseminating information to large audiences for the External Relations Office and will leverage the development coordinator as needed
• Coordinate office services such as purchasing, record control, reimbursement specific to the Associate Dean and support for office equipment and phones, supplies and other administrative services.
• Manage the human resources component for the Office which includes liaising with central development and divisional human resources offices; manage the recruitment, orientation and annual review processes; and review and approve time, vacation schedules and attendance for all staff.
• Triage telephone calls, mail, faxes, electronic and voice mail in an efficient and organized manner. Exercise independent judgment in resolution of administrative problems and have back up system in place.
• Performs other relevant duties as assigned.
  

Development

• lead the gift acknowledgment process, including the “in memory of,” “in-honor of” gift process and all in-kind gift donations. This position will also leverage the skills of the Development Coordinator to support this work and in the drafting of template letters and personalizing acknowledgements with input from the gift officers.
• work directly in coordinating the support of annual giving and stewardship efforts with the External Relations team which will be led by the Constituent Engagement Team.
• oversee, in coordination with the Associate Dean, the portfolio management and database maintenance for major gift officers, including the Dean.
• lead all development reporting requests and projections for annual budgeting process.
  

Budget Responsibilities

• work directly with the position of Budget Analyst on gift-processing, oversee overflow of gift processing with its direct report – the Development Coordinator.
• develop financial report formats for forecasting, including projections and trend analyses in coordination and by leveraging the talents of the Financial Analyst, Development Coordinator, with input from the Associate Dean and Dean.
  

Volunteer Responsibilities

• Serve as lead facilitator, while working with the Associate Dean, for the 20-30 person volunteer board, the Peabody Institute Advisory Board (PIAB), and its related committee and taskforces. This includes:
• scheduling, logistical coordination, and on-site management of three – three-hour meetings, annually.
• oversee and/or execute the note taking, editing and distributing of minutes for all general and task force meetings;
• manage board communications,
• maintain updated directories, and the
• distribution of all related materials.
  

Qualifications

Bachelors’ degree required, advanced degree highly preferred. Five years of relevant in support of academic, business, research and/or development activities and operations, providing high level administrative oversight, coordination, and advice required. Management experience preferred. Additional related experience (i.e. experience in field for which the executive to whom this position reports to is responsible) may be considered in lieu of degree to the extent permitted by the JHU equivalency formula, in exceptional cases. Ability to work evenings and weekends on occasion.

Skills and Abilities:

• Experience with finance and administrative software, SAP, is preferred.
• Two to three years of development experience or transferrable skills, including sales and project management preferred.
• Experience with the development software process and running related financial and development reports is preferred. Current software used, ALADIN and Business Intelligence is Oracle based.
• Advanced written, oral and interpersonal skills.
• Volunteer management experience is a plus.
• Ability to prioritize work load and work independently once task parameters are discussed
• Demonstrated ability to be detail oriented and highly organized
  

NOTE: The successful candidate(s) for this position will be subject to a pre-employment background check.

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