Administrative Specialist

Administrative Specialist Division of Development & Alumni Relations, University of Georgia – Permanent position (no work visa sponsorship). Classification: Administrative Assistant III, FLSA Non-Exempt, Full Time. Posting Number: S14751P. Working Title: Administrative Specialist. Employment Type: Employee. Work Schedule: 8:00am–5:00pm. Advertised Salary: $48,880. Begin Date: 04/01/2026. 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. 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 outside a university environment. Position Summary Reporting to the Assistant Vice President for Development and Alumni Relations, this position independently performs high‑level administrative duties for the Assistant Vice President, the Gift and Estate Planning team, the Principal Giving team, and the College Relations team. The role manages responsibilities in a timely and efficient manner and engages with different personality types throughout the division. It also serves as backup for other administrative support roles to ensure coverage during absences or high‑volume periods. Key Duties and Responsibilities Executive‑Level Administrative Support – AVP (40%) Provide proactive, high‑level administrative support to the Assistant Vice President and their teams, exercising discretion, confidentiality, and sound judgment. Manage complex calendars, prioritizing logistics, preparation, follow‑up, meeting sequencing, and briefing materials. Plan, prepare, and execute internal and external meetings, donor/prospect meetings, and high‑level campus visits, including agendas, briefings, technology setup, materials, and follow‑up. Anticipate executive and team needs, streamline repeatable processes, and prepare materials to support efficient operations. Draft, proofread, and manage confidential communications for internal and external stakeholders. Coordinate all travel logistics, including transportation, lodging, forms, and reimbursements, ensuring compliance with university and foundation policies. Maintain accurate, confidential records and databases, prepare reports, manage files, and ensure data integrity in accordance with institutional standards. Collaborate with internal partners across campus and within Development and Alumni Relations to support coordinated initiatives, events, and communications. Administrative Support – Gift & Estate Planning (20%) Provide high‑level administrative support, including reimbursements, budget monitoring, and coordination of procurement processes for state and foundation funding. Manage complex calendars, schedule meetings, and reserve rooms for internal and external team events. Handle comprehensive administrative tasks, including word processing, data entry, spreadsheet development, mail merges, and preparation of letters, reports, and presentations. Manage Heritage Society communications, including drafting letters, sending cards, and recording mailings in the Giving and Alumni Information Link (GAIL). Record and maintain donor interactions and correspondence in GAIL, including responses to mailers, emails, and phone inquiries. Administrative Support – College Relations (25%) Provide high‑level administrative support, including reimbursements, budget monitoring, and procurement coordination for state and foundation funding. Manage complex calendars, schedule meetings, and reserve rooms for team members, including recurring internal and external meetings. Assist two senior directors in communications to 20+ school, college, and unit development directors (SCUDDs), typically via listserv; and provide support in preparation for 1:1 meetings with SCUDDs. Provide meeting support, including coordinating schedules for senior directors and the Research & Prospect Management team (quarterly); plan agendas, manage calendar invites, and handle logistics for SCUDD staff meetings (monthly); and coordinate logistics and prepare materials for retreats and leadership sessions (2–3 events per year). Administrative Support – Principal Giving (15%) Provide high‑level administrative support, including reimbursements, budget monitoring, and procurement coordination for state and foundation funding. Manage complex calendars, schedule meetings, and reserve rooms for team members, including recurring internal and external meetings. Coordinate scheduling for cross‑campus prospect strategy meetings. Draft, proofread, and distribute confidential correspondence to internal and external stakeholders. Compile and deliver donor briefings and research information to support gift officers—particularly in time‑sensitive or high‑level engagement situations—drawing from GAIL and/or in coordination with Gift Accounting/UGA Foundation. This includes pledge and endowment balances, naming details, recent donor interactions, and giving history to support meetings involving senior leaders or trustees. Knowledge, Skills, Abilities, and 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 extended periods. Use electronic mail, telephone, face‑to‑face discussions, paper form correspondence. Communicate effectively in writing, speaking, and listening. Organize and establish priorities; attention to detail; multitask. Lift and/or move up to 20 pounds. Walk, stand, stoop, lift, kneel, climb. 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, veteran status, or any other protected status. #J-18808-Ljbffr