"Administrative Specialist"

Job Details

Posting Number: S14185P

Working Title: Administrative Specialist

Department: DAR-Office of Vice President

About the University of Georgia: Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state’s flagship university (https://www.uga.edu/). The proof is in our more than 240 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University’s main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,100 faculty and more than 7,700 full-time staff. The University’s enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly established School of Medicine.

About the College/Unit/Department: Division of Development and Alumni Relations: The Division of Development and Alumni Relations at the University of Georgia advances the goals, objectives, and priorities of the university by generating private financial support, building, and maintaining relationships with alumni and donors, and assisting students with career development opportunities. Office of Development: In 1784, the Georgia General Assembly gifted 40,000 acres for what would become the birthplace of public higher education. Centuries later, the UGA Office of Development pursues that same spirit of philanthropy. We do everything in our power to make giving easy, steward gifts effectively, and honor each donor’s commitment because we know that through their generosity, blueprints become buildings, research becomes solutions, students become alumni, and the University of Georgia gets a little bit stronger every day.

College/Unit/Department website: https://give.uga.edu/ and https://dar.uga.edu/

Posting Type: External

Retirement Plan: TRS

Employment Type: Employee

Benefits Eligibility: Benefits Eligible

Full/Part time: Full Time

Additional Schedule Information: 8:00am–5:00pm

Advertised Salary: $48,880

Posting Date: 09/25/2025

Open until filled: Yes

Proposed Starting Date: 11/01/2025

Special Instructions to Applicants: 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.

Location of Vacancy: Athens Area

EEO Policy Statement: The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).

USG Core Values Statement: The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct. Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

Classification Title: Administrative Assistant III

FLSA: Non-Exempt

FTE: 1.00

Minimum Qualifications: High school diploma or equivalent and 5 years of related experience

Preferred Qualifications: 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.

Position Summary: Reporting to the Associate Vice President for Development and Alumni Relations, this position performs high level administrative support to the 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. In addition, this position supports and assists with collaborative programs and activities that support all Development and Alumni Relations (DAR) fundraising units on behalf of Central DAR administration. Due to the high visibility of DAR programs, heavy travel by the team members it supports, and the heavy meeting schedules of the team members, it is critical this position manages its responsibilities in an effective and timely manner.

Knowledge, Skills, Abilities and/or Competencies: 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.

Additional Division Expectations: 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.

Physical Demands: 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.

Is driving a responsibility of this position?: No

Is this a Position of Trust?: Yes

Does this position have operation, access, or control of financial resources?: No

Does this position require a P-Card?: No

Is having a P-Card an essential function of this position?: No

Does this position have direct interaction or care of children under the age of 18 or direct patient care?: No

Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications): Yes

Credit and P-Card policy: Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.

Background Investigation Policy: Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Duties/Responsibilities: Provide support to the 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. 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. (75% of time)

Duties/Responsibilities: Serve as a point of contact between School/College/Unit fundraising staff and the Central Development Office to connect fundraisers with university and central resources. 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. (20% of time)

Duties/Responsibilities: Serve as backup support for front desk as needed. 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. (5% of time)

Contact Details: For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below. Recruitment Contact Name: Development & Alumni Relations’ Office of Talent Management. Recruitment Contact Email: dartalent@uga.edu