Operations specialist

Job Title

Advancement Operations Specialist

Department

University Advancement Operations

Worker Type

Regular

Pay Type

Salary

Position Salary Minimum

$50,000

Position Salary Maximum

$60,000

Salary will be commensurate with the level of the position, education, and experience.

Scheduled Weekly Hours

40

Benefit Eligible

Yes

Screening Date

2025-11-14

Job Description Summary

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.

Job Description

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

Additional Position Information (if applicable)

Required Application Documents

To be considered for this position please upload a resume and cover letter.

Special Instructions (if applicable)

None

Additional Information

A criminal background check is required. All campuses are smoke- and tobacco-free campuses.

This organization participates in E-Verify.

Remote Work
For positions that are approved for remote work: Remote work is not a right, it is a work arrangement that can be modified or revoked by Miami University at any time for any reason, including the convenience of the University.

Reasonable Accommodations
Requests for reasonable accommodations for disabilities related to employment should be directed to

[email protected]

or 513-529-3560. Questions and follow-ups regarding requests should also be directed here.

Miami University Values Statement

Miami University

is a scholarly community whose members believe that a liberal education is grounded in qualities of character as well as of intellect. We respect the dignity of other persons, the rights and property of others, and the right of others to hold and express disparate beliefs. We believe in honesty, integrity, and the importance of moral conduct. We defend the freedom of inquiry that is the heart of learning and combine that freedom with the exercise of judgment and the acceptance of personal responsibility.

For more information on Miami University’s mission and core values, please visit the

Mission and Core Values

webpage.

Equal Opportunity/Affirmative Action Statement
Miami University, an Equal Opportunity/Affirmative Action employer, encourages applications from protected veterans and individuals with disabilities. Miami University prohibits harassment, discrimination and retaliation on the basis of age (40 years or older), color, disability, gender identity or expression, genetic information, military status, national origin (ancestry), pregnancy, race, religion, sex/gender, status as a parent or foster parent, sexual orientation, or protected veteran status in its application and admission processes, educational programs and activities, facilities, programs or employment practices. Requests for reasonable accommodations for disabilities related to employment should be directed to

[email protected]

or 513-529-3560.

Clery Act
As part of the University’s commitment to maintaining a healthy and safe living, learning, and working environment, we encourage you to read Miami University’s Annual Security & Fire Safety Report at: , which contains information about campus safety, crime statistics, and our drug and alcohol abuse and prevention program designed to prevent the unlawful possession, use, and distribution of drugs and alcohol on campus and at university events and activities. This report also contains information on programs and policies designed to prevent and address sexual violence, domestic violence, dating violence, and stalking. Each year, email notification of this website is made to all faculty, staff, and enrolled students. Written notification is also provided to prospective students and employees. Hard copies of the Annual Security & Fire Safety Report may be obtained from the Miami University Police Department at 513-529-2223.

Labor Law Posters for Applicants

Please visit our

Labor Law Posters

webpage to access all relevant and applicable labor law information.