Description

Roger Williams University


Title: Administrative Manager - Roger Williams University

Location: Bristol, RI Category: Professional and Clerical Posted On: Tue Dec 9 2025 Job Description:

Reporting to the Vice President of Institutional Advancement, The Administrative Manager, Institutional Advancement is responsible for providing budget monitoring and analysis, handling confidential division information and information requests between the department and the senior management of the University, support strategic planning, contracts, and employment. 

Communication
Manage the flow of communication between the Vice President and the Associate Vice President using numerous computer platforms and applications.

Ensure that critical information is prioritized with proactive and thorough follow through.

Serve as central contact person and information provider for the division of Institutional Advancement, answer questions related to routine policies, procedures and provide direction for administration, staff, visitors, as they relate to the Division.

Manage all logistics and preparation for important meetings for a wide variety of audiences including but not limited to donors, senior leadership, external and internal stakeholders.

Maintain department website; regularly reviewing and updating information and recommending improvements.

Maintain engagement strategies for key donors, prospects, including coordinating with Deans and Faculty

Budget Monitoring
Proactively monitor the spend to budget progress.  Flag items that may exceed budget and identify pending expenditures, advising supervisor of any issues.  Ensure that budget lines are being appropriately and accurately used within established operational procedure.

Regularly perform budget analysis to identify at-risk budget lines and opportunities to consolidate or re-organize lines for more effective budget tracking and analysis.

Analyze, forecast and make recommendations about expenditures.

Reconcile expense budgets for the team including the Vice President and Associate Vice Presidents' personal travel and departmental expenses.

Employment Liaison
Prepare and submit documents for positions to be posted.

Pre-screen job candidate applications and communicate with job applicants.

Schedule interviews and prepare interview agendas.

Perform reference checks.

Prepare internal documents for employment actions such as hires, promotions, pay adjustments and other related actions.   Obtain applicable approval signatures for documents and submit for processing on a timely basis.

Proactively follow through and obtain resolution on any issues related to employment actions.

Manage and Communicate Confidential Information
Maintain confidential and sensitive information including but not limited to operational reports and strategic plans of the division.

Assist the Vice President in meeting preparation and management of the Board and Volunteer leadership committee meetings and administrative communications.

Coordinate and compile division reports and metric tracking including Board Reports, Annual Operating Plans, and quarterly reports.

Enter and monitor employee time exception information in time-keeping system, as requested.

Administrative Support 
Participate in departmental and vendor meetings.

Work with outside vendors on pricing and purchasing.  Negotiate terms and conditions as assigned.

Process and approve invoices for payment.   Review and reconcile credit card statements.   Follow through and resolve discrepancies.

Handle equipment requests, maintenance and service contracts.  Maintain office supplies.

Prepare, produce and distribute memorandums and letters.   Edit and proofread letters, documents, and emails. 

Manage meeting schedules and appointments by working across the department and peer departments to drive organizational alignment and efficiency of scheduling, meetings, and information flow.   Assign and manage agenda and note-taking.

Schedule meeting space and handle logistics including catering and media requests.

Manage an efficient, organized filling system for the division. 

Identify opportunities to upgrade or improve current infrastructure/processes to increase performance of current staff members and meetings.

Job Requirements:

Bachelor's degree in a related field.

Five years related experience, preferably in a sales or business development office.

Knowledgeable of a CRM system.

Excellent written and verbal communication with keen attention to detail and accuracy.

Strong interpersonal skills and the proven ability to collaborate, build team spirit, and achieve results within diverse populations.

Proven skills in managing several competing priorities and complex issues creatively and effectively.  

Proven ability to make independent decisions.

Must be able to quickly resolve problems while employing robust diplomatic skills and with a high regard for important internal and external relationships. 

Strong interpersonal skills and the proven ability to collaborate, build team spirit, and achieve results within diverse populations.

Ability to meet deadlines and function effectively in a complex organizational environment demanding a high energy level, discretion, and flexibility.

Ability to exercise good judgment, to interact effectively with others using a high degree of tact and diplomacy. 

Demonstrated experience engaging and motivating groups of diverse individuals.

Preferred Qualifications

Seven years of experience in a highly complex, decentralized organization. 

Fundraising experience.

Knowledgeable of Raisers Edge.

Additional Information:

Roger Williams University is an affirmative action/equal opportunity employer and com-mitted to a diverse workforce. All applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or any other basis protected by applicable state and federal law. For information on our Non-discrimination policy, visit here.

RWU prohibits all forms of discrimination on the basis of sex in its education programs and activities and is required by Title IX of the Education Amendments of 1972 (Title IX) and its implementing regulations not to discriminate in such a manner. Complaints of Title IX sexual harassment should be reported to the Title IX Coordinator at the contact information listed below. Details regarding the formal complaint process can be found here: Title IX Sexual Harassment Policy and Procedures. All complaints of sexual harassment will be taken seriously and responded to promptly. TITLE IX COORDINATOR: Dr. Jen Stanley, 1 Old Ferry Road, Bristol, RI 02809 / Phone Number: (401) 254-3123 /Email Address: jstanley@rwu.edu

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