Administrative Coordinator

Administrative Associate Position Summary: This position resides in the Development and Alumni Relations (DAR) office in Atlanta. Under the direct supervision of the Senior Regional Director in the Office of Regional Development, this position provides administrative support to Atlanta-based Regional Development staff and the Atlanta-based Alumni Relations staff. This position serves as a primary point of contact for the management of the day-to-day tasks associated with operations of the Atlanta DAR office and has a key role in assisting with maintaining the facility and with event management and preparation. In addition to preparing correspondence and handling filing, travel arrangements, and scheduling, this position provides administrative support to the Office of Alumni Relations and Atlanta Regional Development staff. Responsibilities include event support, budget tracking, travel coordination, expense reimbursements, and relationship management. This position answers non-routine correspondence and assembles high-level information regarding alumni and friends of the university. This position serves as a point of contact for external callers and visitors and coordinates with internal stakeholders throughout the organization. Independent judgment is required to plan, prioritize, and organize a varied workload and recommend changes in office practices or procedures. This position is essential to the mission of the department, supporting excellent customer service to constituents and maintaining a highly organized alumni relations operation. Minimum Qualifications High school diploma or equivalent and 2 years of related experience Preferred Qualifications Proven experience in administrative roles, preferably within a dynamic, multi‑team environment. Skilled in adapting to different team dynamics and requirements, providing tailored administrative support. Demonstrated success in balancing competing priorities and deadlines for multiple teams simultaneously. Experience in coordinating meetings, events, and travel arrangements for multiple teams. Flexibility and adaptability to handle the unique challenges of supporting multiple teams with varying processes. Ability to quickly learn and implement new processes and systems to support different team needs. Knowledge, Skills, Abilities and/or Competencies 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 emails, memos, letters, and presentations. 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. Skills in project management, scheduling, research, and electronic record keeping. Collaboration skills. Professional and welcoming demeanor as the first point of contact for office. Excellent customer service and hospitality skills. Ability to make sound decisions regarding events, logistics, and budgets. Ability to handle confidential material. Ability to thoroughly learn and operate new database systems. Ability to manage day‑to‑day logistics of office operations. Administrative Responsibilities A wide range of complex office administration, including word processing, spreadsheet development, mail merge documents, composing and editing letters, memoranda, reports, presentations, and other clerical duties as assigned. Serve as Atlanta DAR office liaison for audio visual conferencing and conference calls. Assist in managing the DAR Atlanta office, opening the office at 8 a.m. and closing the office at 5 p.m. as needed. Answer telephones, greet guests, receive deliveries, distribute incoming mail, and prepare outgoing mail. Order and maintain office supplies. Run errands when necessary. Assist staff as needed with messages, copies, ordering supplies, and shipping. Prepare and distribute communication documents including memos, letters, and presentations as needed. Format correspondence according to the office style guide, including fonts and logos for all internal and external communication documents. Oversee the View email address on click.appcast.io and other UGA accounts as needed for event registrations and general questions. Coordinate the rental and reservations for the Atlanta DAR Office board rooms. Assist with logistics involved with meetings held in the DAR Atlanta office. Prepare and submit travel and expense reimbursement requests and forms for the Atlanta Regional Development team. Record personal constituent interactions in Giving and Alumni Information Link (GAIL) CRM system for the Atlanta Regional Development team. Pack, record, and transfer records to Records Management for record retention and destruction. Create and maintain a filing system. Assist with AV and telephone conference scheduling needs. Serve as the office suite's Safety and Security Representative for the DAR Atlanta office. Create travel authority requests as needed for Atlanta Regional Development staff. Help with calendar management. Attend monthly DAR Finance admin meetings via Zoom. Event Support Assist in managing event RSVPs and event reporting in GAIL system as needed. Assist in maintaining event follow‑up for assigned events, including entering GAIL interactions and notes. Provide database support for special projects as needed—process reports for events, update event data, and assist with shipping and receiving of packages and mailings for events, and processing data reports. Assist staff with recording event‑related constituent interactions as needed for events and activities. Maintain nametag template and procedure for Atlanta‑based DAR staff. This includes preparing nametags for events planned by Atlanta staff or taking place in Atlanta. Manage the packing and preparing of event boxes for events as needed. Budgets Monitor budgets including tracking expenditures and providing reports. Prepare spreadsheets for budgets or contacts including tracking, maintaining expenditures, and reconciling accounts. Maintain the following budgets and budget forms: One Live Oak Office Supplies Live Oak Square Parking One Live Oak Contract Services One Live Oak Phones and Utilities Atlanta Printing Other DAR budgets as needed Atlanta Regional Development team travel Atlanta Regional Development team entertainment Atlanta Regional Development team non‑travel reimbursements Atlanta Regional Development team cell phone reimbursements Other budget line items as assigned 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 (View email address on click.appcast.io). #J-18808-Ljbffr