Administrative Specialist

Reporting to the Senior Director of Donor Relations & Stewardship, this position serves as a key operational and administrative partner to the Parent Giving, Donor Relations & Stewardship, and Strategic Initiatives teams within the Division of Development & Alumni Relations (DAR), while also providing backup front desk coverage and cross-team support as needed for other administrative support roles.

This role manages complex administrative operations, financial coordination, procurement activities, event support, and executive calendar assistance that help advance division-wide fundraising and engagement efforts. It is critical this position manage its responsibilities in a timely and efficient manner and be able to effectively engage with different personality types throughout the division.

Department and/or unit assignments for this position are subject to change in response to organizational or operational requirements. The position also serves as backup for other administrative support roles to ensure coverage during absences or high‑volume periods.

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.
• This position is open until filled with priority given to applications submitted by March 20, 2026. Please submit a cover letter and resume to include three references. The cover letter should address the interest in the position, qualifications, and relevant experience.

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.
• Ability to deal effectively and professionally with a variety of people at all levels of management within and external to a university environment.

Knowledge, Skills, Abilities and/or Competencies

• Professional experience in an office setting.
• Demonstrated ability to handle sensitive information with discretion while maintaining confidentiality.
• Excellent oral and written communication skills.
• Attention to detail with the ability to proofread, edit, and enhance written communications for clarity, accuracy, and tone.
• 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.
• Excellent organizational abilities and able to work effectively in a fast-paced environment.
• Proven ability to multitask and manage multiple project timelines.
• 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, and electronic record keeping.
• Collaboration skills.
• Professional and welcoming demeanor to serve as a first point of contact for the organization.

Physical Demands

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

Duties/Responsibilities

(45%) Parent Giving

• Provide administrative support to the Office of Parent Giving. This includes a wide range of complex office administration tasks, including word processing, spreadsheet development, mail merge documents, composing and editing letters, reports, presentations, special projects, and other clerical duties as assigned.
• Prepare and monitor check requests/travel authorizations/reimbursements from both state and foundation funding sources, as well as track spending and encumbered funds.
• Perform procurement duties such as state requisition/purchase order creation and follow-up.
• Assist the Director with calendar management
• Assist with events for the Parent Leadership Council (PLC) weekends.
• Assist with the grant application process and PLC listserv.
• Distribute funds to awarded grant recipients.
• Schedule meetings, update team agendas, reserve spaces, and facilitate attendance.
• Coordinate purchase of office supplies/equipment and event-related materials.
• Assist with configuring and compiling the FY budget for Parent Giving.
• Prepare UPS packages when needed.

(25%) Donor Relations & Stewardship

• Provide administrative support to Donor Relations & Stewardship. This includes a wide range of complex office administration tasks, including word processing, spreadsheet development, mail merge documents, composing and editing letters, reports, presentations, special projects, and other clerical duties as assigned.
• Prepare and monitor check requests/travel authorizations/reimbursements from both state and foundation funding sources, as well as track spending and encumbered funds.
• Perform procurement duties such as state requisition/purchase order creation and follow-up.
• Assist the Senior Director with calendar management
• Assist with events planned by Donor Relations & Stewardship.
• Coordinate purchase of office supplies/equipment and event-related materials.
• Assist with configuring and compiling the FY budget for Donor Relations & Stewardship.

(20%) Strategic Initiatives

• Provide administrative support to Strategic Initiatives. This includes a wide range of complex office administration tasks, including word processing, spreadsheet development, mail merge documents, composing and editing letters, reports, presentations, special projects, and other clerical duties as assigned.
• Prepare and monitor purchase and check requests from both state and foundation funding sources.
• Perform procurement duties such as state requisition/purchase order creation and follow-up.
• Organize meetings to include notifying participants and scheduling the time and location.
• Prepare travel arrangements and expense reimbursements for staff.
• Coordinate purchase of office supplies/equipment and event-related materials.
• Assist with events planned by Strategic Initiatives.

(10%) Serve as backup support for the 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.
• Sort USPS and Campus Mail for the Development Office.