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.

High school diploma or equivalent and 5 years of related experience

• 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.

• 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 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

• 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.

• 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.

• 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).

• 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.