Administrative Specialist

Position Information

Classification Title Office/Clerical Lead FLSA Non-Exempt FTE 1.00 Minimum Qualifications

Requires at least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred Qualifications

• Working knowledge of UGA policies and procedures and/or UGA Foundation policies and procedures is a plus.

• Progressively responsible experience working in a fast-paced environment.

• Experience working in an environment that prioritizes cross-collaboration among teams, departments, and functional areas.

Position Summary

This position is responsible for independently performing high-level administrative support for the Parent Giving, Research & Prospect Management, and Donor Relations & Stewardship departments within the Division of Development and Alumni Relations. This position plays a critical role for the team by assisting three areas with multiple departments supporting development efforts across the division and campus, including schools and colleges.

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 various persons 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.

• 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, 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 is 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

Duties/Responsibilities

Parent Giving:

• Manage calendar for Executive Director of Development

• Assist Director of Parent Giving on special projects.

• Assist with event planning and execution of Parent Leadership Council (PLC) events.

• Assist with the grant application process and PLC listserv.

• Distribute funds to awarded grant recipients.

• Schedule meetings, update team agendas, reserves spaces, and facilitates attendance.

• Assist with configuring and compiling the FY budget for 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, and other clerical duties as assigned.

• Prepare UPS packages when needed.

• 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.

Percentage of time 45 Duties/Responsibilities

Research & Prospect Management (RPM):

• Assist and support the Executive Director of Research & Prospect Management on special projects as needed, such as coordinating and mailing RPM Birthday cards and copying during peak workloads, such as start-up quarter-four RPM and goal planning meetings.

• Assist Executive Director of Research & Prospect Management with scheduling meetings, updating team agendas, reserving meeting spaces, and facilitating attendance.

• Prepare and monitor check requests/travel authorizations/reimbursements from 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.

• Manage, order, and distribute RPM office supply purchases.

Percentage of time 20 Duties/Responsibilities

Donor Relations & Stewardship:

• Assist Senior Director of Donor Relations & Stewardship with special projects, as needed. Includes, but not limited to event support (DAR Signature Programs, Team Stewardship, PAWS Reception, and Dawg Day of Gratitude), assistance with large mailings, and storage/office organization. These responsibilities to include, but not limited to, event setup and breakdown, working registration, helping with receiving and picking up event materials, preparing and organizing large mailings, printing nametags, etc.

• 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.

• Manage office supply purchases.

Percentage of time 20 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 initiative.

• Sort USPS and Campus Mail for Development office.

Percentage of time 15

Contact Information

Recruitment Contact

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 Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• How did you hear about this vacant position?

• African American Development Officers (AADO)

• Association of Fundraising Professionals (AFP)

• Annual Giving Network

• CASE

• Chronicle of Higher Education

• Chronicle of Philanthropy

• Current UGA Employee

• Diverse Jobs

• Handshake

• HigherEdJobs

• Insight Into Diversity

• LinkedIn

• Talent Management Newsletter

• UGAJobs (UGA's job board)

• Other (please provide)

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter

Optional Documents

Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact University HR (hrweb@uga.edu).

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status.