Development 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 Position Summary

This position supports the major gifts office within the larger Office of Development and Alumni Relations in the Terry College of Business. This office is critical to the success of raising $20M+ annually from individuals, corporations and foundations.

This position manages the major gifts office in a fast-paced environment with multiple interruptions and high expectations. It is extremely confidential in nature, having access to confidential donor/alumni information as well as regular contact with UGA President's office, SR VP for External Affairs, Dean of the Terry College of Business and the UGA Foundation. This position is responsible for independently performing high level administrative duties for the Senior Director of Development as well as five Terry College major gift and development officers. The position involves independence in planning and executing a monthly meeting for the major gifts team, an annual multi-day retreat and regular events concentrated within the major gift team's fundraising efforts. An attention to detail in researching and executing timely information is needed. Excellent computer and writing skills. This position calls for a positive attitude, friendly and calm demeanor and demonstrates initiative in assisting with other responsibilities and projects as needed to enhance the operations of not only the major gifts staff but the entire department of Development and Alumni Relations.

Knowledge, Skills, Abilities and/or Competencies

• Excellent interpersonal skills

• Organizational, verbal and written communication skills

• Highest level of confidentiality, professionalism and poise at all times

• Microsoft Office Suite of programs

Physical Demands

Working in a normal office environment.

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? Yes 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

Provide administrative support to the Development team (including the Senior Director of Development, Major Gift Officers, and Prospect Management and Donor Relations teams)

• Receive, process, prepare gift transmittals and deposits for donor checks/pledge forms and personally deliver to The UGA Foundation or to its representatives.

• Facilitate and manage all aspects of the process for establishing new donor-supported funds with UGA Foundation, including, but not limited to: drafting/review process between the donor, development officer, the Terry College, and the UGA Foundation and keeping record of/sharing finalized fund agreements across the team and College.

• Maintain Development team-wide resources such as, but not limited to: collateral materials for philanthropic priorities, funding proposals archive, etc.

• Support the Director of Prospect Management with weekly administrative duties; including but not limited to:

• Report generation and distribution.

• Prospect identification and prospect research.

• Scheduling and meeting coordination.

• Support the Director of Donor Relations with weekly administrative duties; including but not limited to:

• Manage the pledge review process from Central DAR in partnership with TDAR fundraisers.

• Manage the 'Paid Off Pledge' report creating reminders and stewardship opportunities in partnership with TDAR fundraisers.

• Scheduling and meeting coordination.

Percentage of time 60 Duties/Responsibilities

Provide administrative support to the Senior Director of Development

• Maintain the Senior Director of Development calendar and schedule; update to-do list, schedule meetings.

• Attend pertinent meetings with the Senior Director of Development and assist with varied follow up items.

• Assist the Sr. Director of Development with Development team/travel budgets. Instrumental in the writing of and adherence to the annual budget for this area.

• Coordinate expense reimbursements through the UGA Foundation related to entertaining and other fundraising related requests.

• Assist the Sr. Director of Development with planning and logistics for the Sr. Director's Donor/Prospect Meetings (national in scope) including presentations, agendas, briefings, etc.

• Draft and send timely correspondence to principal gift donors/prospects and other external constituents on the Senior Director's behalf; this involves thorough proof reading and writing skills. All correspondence should be confidential and professional.

• Maintain confidential files on all principal gift donors/prospects. Ensure UGA Foundation policies and criteria are upheld in all aspects of data management.

• Prepare documents related to donor's philanthropic commitments to the college as needed, including but not limited to: pledge reminders, trust/fund agreements, history of giving, menu of opportunities, letters of commitment, etc.

• Manage donors/prospects meeting follow-up tasks, including but not limited to: enter contact reports and data associated with donor/prospect interactions into donor database.

Percentage of time 15 Duties/Responsibilities

Event Coordination duties

• Work with development staff to create campus visit agendas and communicate with prospective donors on campus visit details. This can include coordination and confirmation of several different meetings, room reservations and meals, gift preparation, as well as assistance in escorting.

• Drive agenda, handle logistics and prepare handouts for monthly Development Staff meetings.

• Coordinate logistics of fundraising-focused events including, but not limited to: maintaining spreadsheet for invitees, locations, RSVPs and historical records of attendance, track dates and deadlines and follow-up at each deadline, prepare packets for host and attendees, and complete event follow-up.

• Responsible for the coordination of educational seminar annually for all TCOB fundraisers as well as all UGA front-line fundraisers.

• Serve as secondary support for large events coordinated by TCOB Alumni Relations or Stewardship teams as well other TCOB departments. Independence with appointed significant tasks is needed. Examples include but not limited to: gala, graduation, dedications and donor functions.

Percentage of time 20 Duties/Responsibilities

Other duties and responsibilities

• Serve as a member of the Coordinator team (including Alumni Relations Coordinator, Development and Alumni Relations Coordinator, and the Development Coordinator):

• Understand the core functions of each Coordinator's role and provide coverage when other Coordinators are out of the office or on annual leave.

• Work closely with other TCOB departments/areas to communicate and collaborate as the point person for the Major Gifts area. Examples: Dean's office, Office of Marketing and Communications, Alumni Relations, Donor Stewardship, Institute for Leadership Advancement, Entrepreneurship and Music.

• Other duties as assigned by the Sr. Director of Development

Percentage of time 5

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 Ruth Seiler Recruitment Contact Email ruth.seiler@uga.edu Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• How did you hear about this vacant position? (UGA Jobs -UGA's Job Board, LinkedIn, Indeed.com, Inside HigherEdJobs, UGA Staff Listserv, Terry College Listserv, a current UGA Employee, other - please provide resource)

(Open Ended Question)

Applicant Documents

Required Documents

• Cover Letter

• Resume/CV

• List of References with Contact Information

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.