Office Manager

SUMMARY

The Office Manager serves as a member of a team of committed advancement professionals responsible for building, strengthening, and nurturing relationships with the communities we serve to inspire support of Webb’s mission, goals, and programs. This position will provide key operational and administrative support to the Advancement Office.

MISSION AND COMMITMENT TO DIVERSITY, EQUITY, INCLUSION, AND BELONGING

The Webb Schools are committed to fostering an inclusive school community characterized by openness, acceptance, and empathy, where all members are valued, respected, and supported. Our community is strengthened by the diverse views, beliefs, backgrounds, and experiences of our students, faculty, staff, and alumni. Embracing diversity in all its many forms is essential to our mission: in particular, our call to provide an exemplary learning community that nurtures future leaders who will act with honor and moral courage and serve with a generous spirit. For more on our values and commitment to DEI initiatives, click here.

RELATIONSHIPS

The Office Manager reports directly to the Chief Advancement Officer. This position interacts with trustees, senior administrators, department directors, volunteers, faculty, staff, students, and parents.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Job responsibilities are assigned by the Chief Advancement Officer in coordination with the department directors including, but not limited to:

OFFICE MANAGEMENT

• Provide an array of administrative support to the Chief Advancement Officer and Advancement team as needed. Support departmental events and other office operations.
• Ensure a confidential and professional environment when handling sensitive information such as student records, contact information, giving history, and biographical information of our constituents.
• Enter and update data and produce reports in Raiser’s Edge database and on vendor platforms such as event registries, auction listings, email platforms, and website pages.
• Schedule meetings, appointments, and travel for the Chief Advancement Officer and coordinate calendars for department staff.
• Track annual and campaign budgets for the department and reconcile journal entries and credit card charges with the Business Office.
• Manage office inventory and ensure the department has an adequate supply of stationery, office supplies, donor gifts, and published collateral.
• Organize and monitor cloud-based digital file storage in SharePoint and across platforms to provide remote access for all department staff.
• Reserve campus facilities and file work orders for maintenance, housekeeping, and meeting setup.
• Support department staff by documenting communications related to board meetings, committee meetings, staff meetings, and various volunteer groups including agendas, minutes, and presentations.
• Edit and proofread published advancement materials in print, on websites, and across digital media platforms. Monitor responses to social media posts and email broadcasts.

FRONT OFFICE/RELATIONSHIP MANAGEMENT

• Greet and provide effective customer service, a positive environment, and a culture of support to alumni, parents, and campus visitors arriving on campus for meetings, volunteer opportunities, and events.
• Assist staff with event registrations and check-in, nametags, setup, and strike.
• Serve as a liaison between the Advancement Office and the executive assistants of the Head of School, Assistant Head of School, CFO, and the various campus departments including the Business Office, Admission Office, Marketing/Communications, and the Alf Museum of Paleontology.
• Act as the primary contact for the Advancement Office. This includes answering, screening, and directing phone calls and emails appropriately.

PROFESSIONAL QUALITIES OF WEBB FACULTY & STAFF

• Contributes to the delivery of the mission, vision, and values of the school community.
• Demonstrates inclusive and equitable practices to ensure that all members of the community feel a sense of belonging.
• Follows community policies and procedures and models positive behavior.
• Works effectively as a team member and develops professional and productive relationships with colleagues.
• Understands boundaries and embraces responsibility for the care of students in loco parentis.
• Promotes a trust-based community by keeping appropriate confidences.
• Manages time effectively and meets deadlines and commitments.
• Communicates and responds to all school communications in a timely manner.
• Exhibits flexibility and adaptability to change as needed.

EDUCATION, EXPERIENCE, AND SKILLS

High School diploma required; college degree preferred, with a minimum of five years of experience in an office setting or similar experience. Experience in the nonprofit sector including educational institutions and/or advancement work is preferred.

OTHER SKILLS

Given the responsibilities, specific duties, and authority vested in this position, the Office Manager must have:

• Excellent verbal and written communication skills, a professional demeanor, and excellent interpersonal skills that are required in working with diverse constituencies.
• The ability to work well under pressure, be responsive to deadlines, work well in a team environment, and manage several projects simultaneously.
• An ability to anticipate both immediate and longer-term needs in a fast-moving environment, as well as the ability to spot and correct any incomplete or inaccurate work before it is distributed from our office.
• Strong analytical skills to compile information, make informed decisions, and use good judgment.
• Be able to effectively present information and respond to questions from faculty, staff, students, parents, trustees, and/or project team members. The ability to maintain complete confidentiality and create a highly professional environment is mandatory.
• Be competent in using technology, including the use of the Microsoft Office suite (Word, Excel, PowerPoint, Teams, and SharePoint), and communication devices (smartphone, tablets, teleconferencing).
• An ability to take on tasks and duties with minimal or no direct supervision.

OTHER REQUIREMENTS

A valid California driver's license with a satisfactory driving record is required. A criminal background check is required and must be successfully completed before employment can begin.

PHYSICAL REQUIREMENTS

The physical requirements of this position are those needed to successfully fulfill the job duties and responsibilities articulated above. As prescribed by law, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

COMPENSATION PHILOSOPHY

Anticipated salary range: $27.00 - $32.00/Hour

• The Webb Schools offer competitive compensation. In setting position ranges, Webb reviews numerous factors including industry data from NAIS, CAIS, NBOA, and other market data.
• Webb believes a strong benefits package is important for employee stability and retention. Benefits include highly subsidized health plans, robust retirement contributions, and tuition remission.
• Webb allocates substantial resources to growth and professional development, including funding for advanced degrees, curriculum development, industry conferences and workshops, and other academic and pedagogical pursuits.

The Webb Schools are an Equal Employment Opportunity Employer. We are committed to providing equal employment opportunities and do not discriminate based on perceived or actual race, color, national or ethnic origin, religion, sex, pregnancy (or any related conditions), age, marital status, military or veteran status, medical condition, gender/identity/expression, sexual orientation, or any other characteristic protected by state or federal law. www.webb.org