Administrative Specialist

Administrative Specialist 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. Posting Details Posting Number: S14751P Working Title: Administrative Specialist Department: DAR-Office of Vice President Employment Type: Employee Work Schedule: 8:00am–5:00pm Salary: $48,880 (advertised) 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 external to a university environment. Position Summary Reporting to the division’s Assistant Vice President for Development and Alumni Relations, 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. The role serves as backup for other administrative support roles during absences or high‑volume periods. 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. 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. 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, 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 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/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. 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 at View email address on click.appcast.io. Applicant Documents Required Documents: Resume/CV Cover Letter Optional Documents: Optional Documents Contact Information Recruitment Contact: Development & Alumni Relations’ Office of Talent Management Email: View email address on click.appcast.io Posting Specific Questions * How did you hear about this job opportunity in the Division of Development and Alumni Relations (DAR)? Chronicle of Higher Education DAR Careers Page Handshake Insight Into Academia Inside Higher Ed LinkedIn UGAJobs (UGA's job board) Other (Please provide name of source) * Do you have a working knowledge of UGA Foundation policies and procedures? Yes No * Do you have a working knowledge of UGA policies and procedures? Yes No #J-18808-Ljbffr