What are the responsibilities and job description for the Administrative Specialist position at Inside Higher Ed?
Posting Number:
S14816P
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 (https://www.uga.edu/). 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 RelationsThe 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:
www.dar.uga.edu and https://give.uga.edu/
Posting Type:
External
Retirement Plan:
TRS
Employment Type:
Employee
Benefits Eligibility:
Benefits Eligible
Full/Part Time:
Full Time
Additional Schedule Information:
8:00am–5:00pm
Advertised Salary:
$48,880
Posting Date:
03/04/2026
Open Until Filled:
Yes
Proposed Starting Date:
05/01/2026
Special Instructions To Applicants:
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 (hrweb@uga.edu).
USG Core Values Statement:
The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as 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 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.
Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.
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:
Reporting to the Senior Director of Donor Relations & Stewardship, this position serves as a key operational and administrative partner to the Parent Giving, Donor Relations & Stewardship, and Strategic Initiatives teams within the Division of Development & Alumni Relations (DAR), while also providing backup front desk coverage and cross-team support as needed for other administrative support roles.
This role manages complex administrative operations, financial coordination, procurement activities, event support, and executive calendar assistance that help advance division-wide fundraising and engagement efforts. 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 high‑volume periods.
Knowledge, Skills, Abilities And/or Competencies:
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:
Parent Giving:
45
Donor Relations & Stewardship:
25
Strategic Initiatives:
20
Duties/Responsibilities:
Serve as backup support for the front desk as needed:
10
Contact Details:
For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.
Recruitment Contact Name:
Development & Alumni Relations’ Office of Talent Management
Recruitment Contact Email:
dartalent@uga.edu
S14816P
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 (https://www.uga.edu/). 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 RelationsThe 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:
www.dar.uga.edu and https://give.uga.edu/
Posting Type:
External
Retirement Plan:
TRS
Employment Type:
Employee
Benefits Eligibility:
Benefits Eligible
Full/Part Time:
Full Time
Additional Schedule Information:
8:00am–5:00pm
Advertised Salary:
$48,880
Posting Date:
03/04/2026
Open Until Filled:
Yes
Proposed Starting Date:
05/01/2026
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.
- This position is open until filled with priority given to applications submitted by March 20, 2026. Please submit a cover letter and resume to include three references. The cover letter should address the interest in the position, qualifications, and relevant experience.
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 (hrweb@uga.edu).
USG Core Values Statement:
The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as 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 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.
Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.
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.
Reporting to the Senior Director of Donor Relations & Stewardship, this position serves as a key operational and administrative partner to the Parent Giving, Donor Relations & Stewardship, and Strategic Initiatives teams within the Division of Development & Alumni Relations (DAR), while also providing backup front desk coverage and cross-team support as needed for other administrative support roles.
This role manages complex administrative operations, financial coordination, procurement activities, event support, and executive calendar assistance that help advance division-wide fundraising and engagement efforts. 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 high‑volume 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.
- 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.
- Work in a standard office environment
- Sit and work at a computer workstation for an extended period of time
- Work using electronic mail, telephone, face-to-face discussions, and paper form correspondence
- Communicate effectively in writing, speaking, and listening
- Organize and establish priorities; Remember detail; multitask
- Lift and/or move up to 20 pounds
- Walk, stand, stoop, lift, kneel, climb
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:
Parent Giving:
- Provide administrative support to the Office of Parent Giving. This includes a wide range of complex office administration tasks, including word processing, spreadsheet development, mail merge documents, composing and editing letters, reports, presentations, special projects, and other clerical duties as assigned.
- Prepare and monitor check requests/travel authorizations/reimbursements from both state and foundation funding sources, as well as track spending and encumbered funds.
- Perform procurement duties such as state requisition/purchase order creation and follow-up.
- Assist the Director with calendar management
- Assist with events for the Parent Leadership Council (PLC) weekends.
- Assist with the grant application process and PLC listserv.
- Distribute funds to awarded grant recipients.
- Schedule meetings, update team agendas, reserve spaces, and facilitate attendance.
- Coordinate purchase of office supplies/equipment and event-related materials.
- Assist with configuring and compiling the FY budget for Parent Giving.
- Prepare UPS packages when needed.
45
Donor Relations & Stewardship:
- Provide administrative support to Donor Relations & Stewardship. This includes a wide range of complex office administration tasks, including word processing, spreadsheet development, mail merge documents, composing and editing letters, reports, presentations, special projects, and other clerical duties as assigned.
- Prepare and monitor check requests/travel authorizations/reimbursements from both state and foundation funding sources, as well as track spending and encumbered funds.
- Perform procurement duties such as state requisition/purchase order creation and follow-up.
- Assist the Senior Director with calendar management
- Assist with events planned by Donor Relations & Stewardship.
- Coordinate purchase of office supplies/equipment and event-related materials.
- Assist with configuring and compiling the FY budget for Donor Relations & Stewardship.
25
Strategic Initiatives:
- Provide administrative support to Strategic Initiatives. This includes a wide range of complex office administration tasks, including word processing, spreadsheet development, mail merge documents, composing and editing letters, reports, presentations, special projects, and other clerical duties as assigned.
- Prepare and monitor purchase and check requests from both state and foundation funding sources.
- Perform procurement duties such as state requisition/purchase order creation and follow-up.
- Organize meetings to include notifying participants and scheduling the time and location.
- Prepare travel arrangements and expense reimbursements for staff.
- Coordinate purchase of office supplies/equipment and event-related materials.
- Assist with events planned by Strategic Initiatives.
20
Duties/Responsibilities:
Serve as backup support for the front desk as needed:
- Greet and direct visitors at the front desk in a welcoming and timely manner.
- Answer main phone line and direct calls as appropriate in a welcoming and timely manner.
- Coordinate as needed with other administrative support staff within One Press Place to assist with office functions and other priority initiatives.
- Sort USPS and Campus Mail for the Development Office.
10
Contact Details:
For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.
Recruitment Contact Name:
Development & Alumni Relations’ Office of Talent Management
Recruitment Contact Email:
dartalent@uga.edu
Salary : $48,880