Administrative Specialist

Posting Details

Posting Details
Posting Number
S14751P

Working Title
Administrative Specialist

Department
DAR-Office of Vice President

About the University of Georgia
Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state's flagship university ( . The proof is in our more than 240 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,100 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly established School of Medicine.

About the College/Unit/Department

Division of Development and Alumni Relations The Division of Development and Alumni Relations at the University of Georgia advances the goals, objectives, and priorities of the university by generating private financial support, building, and maintaining relationships with alumni and donors, and assisting students with career development opportunities.

College/Unit/Department website
and

Posting Type
External

Retirement Plan
TRS

Employment Type
Employee

Benefits Eligibility
Benefits Eligible

Full/Part time
Full Time

Work Schedule

Additional Schedule Information
8:00am-5:00pm

Advertised Salary
$48,880

Posting Date
02/20/2026

Open until filled
Yes

Closing Date

Proposed Starting Date
07/01/2026

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.

Location of Vacancy
Athens Area

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 ).

USG Core Values Statement
The University System of Georgia is comprised of our 25 institutions of higher education and learning, as well the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 08.02.18.01.02.

Additionally, USG supports Freedom of Expression as stated in Board Policy 06.05 Freedom of Expression and Academic Freedom.

Position Information
Classification Title
Administrative Assistant III

FLSA
Non-Exempt

FTE
1.00

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.

Position Summary
Reporting to the division's Assistant Vice President for Development and Alumni Relations (DAR), this position is responsible for independently performing high-level administrative duties for the Assistant Vice President, the Gift and Estate Planning team, the Principal Giving team, and the College Relations team. This position plays a critical role for the Division of Development & Alumni Relations (DAR) by assisting teams that support development efforts across the division and campus, including schools and colleges. 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 highvolume periods.

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.

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 an extended amount 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

Executive-Level Administrative Support - AVP

• 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.

Percentage of time
40

Duties/Responsibilities

Administrative Support - Gift & Estate Planning (GEP)

• 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.

Percentage of time
20

Duties/Responsibilities

Administrative Support - College Relations

• 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).

Percentage of time
25

Duties/Responsibilities

Administrative Support - Principal Giving

• 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.

Percentage of time
15