Administrative Assistant

• 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.
• This position requires periodic schedule flexibility to support meetings and events, which may occur two to five times per month or more. On such occasions, the work schedule may begin as early as 7:30 a.m. Work hours may be adjusted as operational needs permit and with supervisor approval.

High school diploma or equivalent

• Working knowledge of UGA policies and procedures and/ or UGA Foundation policies and procedures a plus.
• Experience in higher education.
• Experience in an office/or work setting managing multiple phone lines and calendars is a plus.
• Previous customer service experience.

• 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 the business environment.
• Excellent organizational abilities and be able to work effectively in a fast-paced environment.
• Ability to prioritize.
• Ability to provide solutions.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Proficiency in planning, organizing, and prioritizing multiple tasks.
• Extensive skills in project management, scheduling, research, electronic record keeping, and event planning.
• Collaboration skills.

• 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 is expected of all fundraisers. All fundraisers will be held accountable for meeting this expectation.

• Work in a standard office environment
• Work evenings and weekends as necessary
• 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 details; multitask
• Lift and/or move up to 30 pounds
• Walk, stand, stoop, lift, kneel, climb

• Open the Career Center each morning at 8:00 am and close the Career Center each day at 5:00 pm.
• In a timely and welcoming manner, greet, direct, and oversee all visitor traffic while providing exceptional customer service to students, employees, staff, and other visitors of the Career Center. Representation is provided in person, by phone, and through electronic platforms.

• Schedule student appointments and assist staff members with calendar maintenance.
• Handle Career Center email by forwarding emails to the necessary employees and answering emails when needed.
• Responsible for routine follow-up from Career Fairs for employer payments.

• Assist the area supervisor with hiring, coaching, and supervising multiple student assistants.
• Support the office by conducting regular inventory and placing orders for office supplies and other needs in UGAmart.
• Assist Career Center staff as needed with messages, copies, and printing.
• Update and maintain the front desk operations desk manual.
• Responsible for departmental mail distribution.

• Process deposits and forward copies of deposit information to appropriate people and enter payments into the appropriate tracking systems.
• Assist with facility management, submit work orders, and direct UGA Facilities Management Division employees when they are on-site to perform work.

• Other duties as assigned to include, but are not limited to, running errands when necessary, potential assistance with Career Fairs, and other special projects or programs managed by the Career Center.