Advancement Operations Specialist

The Advancement Operations Specialist supports the Division of University Advancement by coordinating a broad range of operational activities, including finance, budgeting, facilities, procurement, HR processes, and data management. Working collaboratively across the division, this position ensures that Advancement operations run efficiently, comply with University policies, and align with divisional goals. The Specialist reports to the Associate Vice President for Operations Management and contributes to projects that strengthen operational systems and organizational effectiveness across the division.

The Advancement Operations Specialist supports the Division of University Advancement by coordinating a broad range of operational activities, including finance, budgeting, facilities, procurement, HR processes, and data management. Working collaboratively across the division, this position ensures that Advancement operations run efficiently, comply with University policies, and align with divisional goals. The Specialist reports to the Associate Vice President for Operations Management and contributes to projects that strengthen operational systems and organizational effectiveness across the division.
Miami University recognizes that technology enables us to find new ways of providing first class service and workplace flexibility. This position is approved for remote work on a hybrid basis, following a successful period of six (6) months of employment. Remote work is a working arrangement that can be modified or revoked by Miami University at any time for any reason.

Duties:

a. Financial and Budgetary Coordination

• Assist with budget tracking, expense reporting, and forecasting for Advancement units.
• Support preparation of monthly and quarterly financial reports for leadership review.
• Process invoices, reimbursements, and purchasing requests in collaboration with Procurement and Finance.
• Prepare the monthly Budgetary Position Report; process monthly payroll accounting adjustments and assign costing allocations in coordination with Finance/Payroll.
• Monitor position budgets, salary savings, and vacancy credits.
   

b. Facilities and Office Operations

• Coordinate building and maintenance requests for Advancement offices.
• Maintain inventory of office equipment and supplies.
• Assist with planning office moves and space utilization projects.
• Serve as point of contact for Facilities and IT Services to resolve operational issues.
• Supervise, hire and schedule student workers for Murstein’s front desk
   

c. Contracts, Procurement, and Administrative Support

• Track divisional contracts, renewals, and vendor relationships.
• Assist in the preparation and submission of purchasing documentation.
• Maintain divisional records, ensuring compliance and accessibility.
• Help develop and document standard operating procedures for common tasks.
   

d. Human Resources and Staff Support

• Partner with the Office of Human Resources Management to ensure Advancement's human resource actions follow established policies and practices.  Under the guidance of the Office of Human Resources Management implement human resource policies/practices as needed.
• Responsible for managing Workday recruiting and staffing processes, audits, and reporting.
• Submit new positions and job requisitions; create and maintain required hiring and personnel files.
• Support professional development, engagement, and onboarding initiatives.
• Provide reporting and metrics on workforce trends, retention, and hiring activity.
• Design and deliver training for supervisors/staff on hiring best practices, Workday use, and compliance expectations; advise leadership on staffing trends and recommend process/system enhancements.
• Coordinate advertising/placement of job postings; maintain and update the divisional org chart.
• Handle highly confidential information with discretion and in accordance with policy.

e. Data and Reporting

• Compile and maintain divisional data dashboards related to HR, budgets, and space management.
• Assist with advancement-wide data integrity and operational reporting.

Required Qualifications:

• Bachelor’s or Associate’s degree and 1-3 years of relevant experience; OR 4+ years of relevant experience
• Excellent organizational and communication skills including a strong ability to work with people
• Knowledge of budgeting or financial systems

Preferred Qualifications:

• Experience working in higher ed ERP systems (i.e., Workday)
• Experience in higher ed
• Experience managing office or facilities operations
• Attention to detail
• Ability to maintain strict confidentiality
• Ability to tactfully deal with staff and candidates
• Strong analytical and problem-solving skills with the ability to interpret data and identify trends.
• Proven ability to develop and implement process improvements that enhance efficiency and accuracy.
• Strong analytical skills for data review and reporting