Office Manager

Job Description:

The Annual Giving Office Manager supports the day-to-day operations of the Annual Giving program, helping to ensure successful fundraising efforts each year. This role manages donor records, coordinates mailings and acknowledgments, assists with events and campaigns, and provides administrative and data support to the Annual Giving team. This position is part of a team responsible for raising in excess of $10 million yearly in direct support of Washington and Lee University’s operating budget.

Washington and Lee University actively promotes a dynamic and welcoming environment that allows students and employees of multiple backgrounds and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Essential Functions:

• Support the Director of Annual Giving in the generation of reports and maintenance of data and records over time. Runs and archives weekly progress reports for overall W&L Fund and key initiatives in Slate and Raising Insights Documents. Analyzes differences between the reports in reporting transitions.
• Coordinate all Annual Giving solicitations. This includes managing the university's appeal codes, class agent non-reunion appeals, restricted giving appeals, and reunion appeals. Work with the Senior Associate Director of Development Communications in making improvements to current direct mail solicitation procedures.
• Support the Class Agent Program. The class agent program consists of 200+ alumni volunteers who support the W&L Fund by soliciting peers. This work includes coordinating all Class Agent mailings and managing supplies. Routinely run Slate reports and field questions for the Class Agent Program. Specifically responsible for progress reporting for the Five Star Class Agents (those classes beyond the 50th Reunion year).
• Create mailing lists, queries, and other tasks within Slate. This position serves as the first point of contact for the Annual Giving team on questions related to Slate queries and exports. Serve as Excel authority within the Annual Giving team, providing assistance to Annual Giving colleagues as needed.
• Regularly pull volunteer calling reports and codes volunteers and trustee assignments in Slate.
• Oversee membership in giving societies and W&L Fund acknowledgement processes, coordinating with Donor Relations, Advancement Operations, the President’s Office, and Annual Giving colleagues.
• In collaboration with the Director, close out and archive FYE reports such as the “Notes of Interest” and launch the new fund year, including coding, coordinating and updating archive data, and database queries.
• Collaborate with the Director, Development writer, W&L Fund Leadership Giving Officers, and the President's Office on The President's Society Stewardship mailings. Collaborate with the Director of Annual Giving and W&L Fund Leadership Giving Officers on regional events, including invitations, registration, and nametags.
• Manage production and mailing of the annual University Engagement Calendar.
• Serve as a key member of the Annual Giving team, providing support and service to all members of Advancement on additional projects as needed. Provide administrative support as needed to the Director of Annual Giving.
• Support the Director of Annual Giving in Omicron Delta Kappa (ODK) Leadership Honor Society activities as the circle assistant.
• Perform other related duties as assigned.

Work Schedule: 8:30 a.m. - 4:30 p.m., evenings and weekends may be required. This position works 35 hours per week.

Minimum Qualifications:

• A high school diploma is required, an associate's or bachelor's degree is preferred.
• Must have three years prior experience in an equivalent position, preferably within an academic setting. Applicant should possess skills utilizing word-processing programs, and spreadsheets, and be proficient in Microsoft Office Suite. Willingness to gain expertise in Microsoft Excel is a must.
• Experience with data collection tools, forms, surveys, and Raisers Edge/Slate systems is a plus.
• Must be able to learn new computer skills and software as needed. The applicant must have excellent proofreading, grammar, and spelling skills.
• Must be detail-oriented, have the ability to multi-task, and possess strong organizational skills.
• Must be a self-starter and have the ability to work independently, as well as to communicate and interact effectively in a professional, confidential, and courteous manner with faculty, staff, and students.
• Demonstrated ability to handle confidential and sensitive information.
• Should be able to work with frequent interruptions and manage multiple projects, priorities, and deadlines.
• A consistent record of attendance and punctuality is necessary.

Application Instructions:

Review of applications will begin on October 30, 2025, and continue until the position is filled. Resume and cover letter are required. Upload both required documents to the Resume/CV upload section of the application. You will be asked to provide names and contact information for three professional references.

Position Type:

Non-Exempt, Full Time, Benefit Eligible

Minimum Pay:

$25.41 - Pay Commensurate with Experience

Washington and Lee is an Equal Opportunity Employer seeking candidates committed to high standards of scholarship, performance, professionalism, and to a welcoming campus community. Job description requirements are representative, but not all‐inclusive of the knowledge, skill, and abilities needed to successfully perform this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.