Administrative Specialist

• This position is structured as a permanent position within the Division of Development & Alumni Relations. We are unable to sponsor a work visa for this position.

High school diploma or equivalent and 5 years of related experience

• Working knowledge of UGA policies and procedures and/ or UGA Foundation policies and procedures a plus.
• Progressively responsible experience working in a fast-paced environment.

• Professional experience in an office setting.
• Excellent oral and written communication skills, and the ability to deal effectively and professionally with a variety of people at all levels of management within and external to a university environment.
• Proven ability to communicate professionally and effectively across multiple platforms, including social media posts, blog posts, press releases, portions of stewardship reports, donor letters of gratitude, etc.
• Demonstrated ability to handle sensitive information with discretion while maintaining confidentiality.
• Excellent organizational abilities and be able to work effectively in a fast-paced environment.
• Proven ability to multi-task and manage multiple project timelines.
• Ability to provide solutions.
• Proficiency in Microsoft Word, Excel, PowerPoint, MS Teams, and Outlook.
• Proficiency in planning, organizing, and prioritizing multiple tasks.
• Extensive skills in project management, scheduling, research, and electronic record keeping.
• Collaboration skills.
• Professional and welcoming demeanor as the first point of contact for office.

• Through open, honest, and respectful communication, all staff, supervisors, and colleagues of the Division of Development & Alumni Relations are expected to interact with fairness, compassion, and decency. All employees will be held accountable for meeting the expectation of promoting a stable, productive, and healthy work environment.
• Adherence to CASE standards and commonly accepted industry standards relating to fundraising reporting are expected of all fundraisers. All fundraisers will be held accountable for meeting this expectation.

• Work in a standard office environment.
• Sit and work at a computer workstation for extended periods of time.
• Work using electronic mail, telephone, face-to-face discussions, paper form correspondence.
• Communicate effectively in writing, speaking, and listening.
• Organize and establish priorities; Remember detail; multi-task.
• Lift and/or move up to 20 pounds.
• Walk, stand, stoop, lift, kneel, climb.

• Assist with reimbursements and budget-related functions as needed.
  
  
  • Prepare and monitor purchase and check requests from both state and foundation funding sources. Procurement duties such as state requisition/purchase order creation and follow-up are involved.
  
  
  
  
  
• Scheduling, calendar management and room reservations.
  
  
  • Manage and coordinate individual calendar and meeting requests for the staff members this position supports.
  • Schedule weekly development leadership meetings and communicate notes with teams.
  • Schedule 26 monthly individual SCUD meetings for senior directors.
  • Coordinate and schedule quarterly meetings for 26 SCUDDs and the Research and Prospect Management team.
  • Schedule and coordinate the monthly SCUD team meetings serving as the point of contact for program participants and attendees.
  • Support the Office of Principal Gifts by assisting with scheduling and preparing for meetings with team members and campus partners.
  • Prepare and keep confidential and general files, etc.
  
  
  
  
• Handle all travel and reimbursements for Associate Vice President for Development & Alumni Relations, two Senior Directors of Development for Constituent Programs, the Senior Director of Data & Strategy and the Senior Director of Development in the Office of Principal Gifts
  
  
  • Prepare, process, and monitor expense reimbursement forms to include travel and entertainment reimbursements.
  • Assist with rental car, hotel, and airline travel arrangements.
  
  
  
  
• Assist with written correspondence including donor briefings, stewardship reports, business letters, fund agreements, proposals, and other donor-facing documents as needed.

• Gather data from fundraising database, gift reports, and other sources for the Senior Directors as needed.
• Maintain listserv of all fundraising staff across campus including deans, directors, and vice presidents.
• Disseminate reports including weekly fundraising report, unit monthly fundraising report, monthly 10k+ fundraising report, etc. Distribute communications as it relates to constituent-based programs including news, events, special informational programs, staff changes, etc.
• Assist with the coordination and use of the Central Development football suites.

• Greet and direct visitors at the front desk in a welcoming and timely manner.
• Answer main phone line and direct calls as appropriate in a welcoming and timely manner.
• Coordinate as needed with other administrative support staff within One Press Place to assist with office functions and other priority initiatives.