Administrative Associate

Administrative Associate 

Reporting to the Executive Director of Annual Giving and Communications, this position is responsible for independently performing high level administrative support to the Office of Annual Giving, Communications, and the Office of Research & Prospect Management.

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 to include 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 high-volume periods.

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.

Minimum Qualifications 

High school diploma or equivalent and 2 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.

Knowledge, Skills, Abilities and/or Competencies

• Professional experience in an office environment.
• Strong oral and written communication skills, with the ability to interact effectively and professionally with individuals at all organizational levels.
• Demonstrated ability to communicate clearly across multiple platforms, including email, phone, and written correspondence.
• Excellent organizational skills and the ability to work efficiently in a fast-paced setting.
• Proven ability to manage multiple tasks and project timelines simultaneously.
• Strong problem-solving abilities.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Skilled in planning, prioritizing, and coordinating tasks and projects.
• Experience with project management, scheduling, research, and electronic record keeping.
• Effective collaboration and teamwork skills.
• Professional and welcoming demeanor as a first point of contact.

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 are 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 extended periods 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

Duties/Responsibilities

(35%) Provide administrative support to Annual Giving:

• Assist Executive Director and Senior Director with special projects.
• Provide administrative support to include a wide range of complex office administration including word processing, data entry, spreadsheet development, mail merge documents, composing and editing letters, reports, presentations, and other clerical duties as assigned.
• Assist with the ad-hoc mailing of donation materials, acknowledgements, and other mail pieces as needed.
• Schedule meetings, update team agendas, reserves spaces, and facilitate attendance.
• Enter Giving and Alumni Information Link (GAIL) interactions and documentation for donor inquiries and comments from mailers, email, and phone contacts.
• Prepare and monitor check requests/travel authorizations/reimbursements from both state and foundation funding sources as well as tracking spending and encumbered funds.
• Perform procurement duties such as state requisition/purchase order creation and follow-up.
• Manage office supply purchases.
• Set up and manage invoices and payments on all Annual Giving contracts.
• Answer main phone line and main email inboxes for Annual Giving.

(30%) Provide administrative support to Research & Prospect Management (RPM):

• Assist and support the Executive Director of Research & Prospect Management on special projects as needed, such as coordinating and mailing RPM Birthday cards, and copying during peak workloads, such as start-up quarter-four RPM and goal planning meetings.
• Assist with scheduling meetings, updating team agendas, reserving meeting spaces, and facilitating attendance.
• Prepare and monitor check requests/travel authorizations/reimbursements from 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.
• Manage, order, and distribute RPM office supply purchases.

(30%) Provide administrative support to Communications:

• Assist Executive Director for Annual Giving and Communications and Senior Director of Marketing and Communications on special projects.
• Schedule meetings, update team agendas, reserves spaces, and facilitate attendance.
• Prepare and monitor check requests/travel authorizations/reimbursements from both state and foundation funding sources as well as tracking spending and encumbered funds.
• Perform procurement duties such as state requisition/purchase order creation and follow-up.
• Manage office supply purchases.
• Set up and manage invoices and payments on all DARCOMM contracts.
• Ensure bidding processes are compliant with UGA policy and assist and educate staff, as necessary.

(5%) Provide back-up front desk coverage for the UGA Foundation suite:

• Monitor the main phone line and route calls and messages.
• Manage the receipt of incoming mail and packages.

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 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.

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.