University of Georgia
Administrative Specialist
Job Location
Bogart, GA, United States
Job Description
Posting Details
Posting Details
Posting Number S12884P
Working Title Administrative Specialist
Department DAR-Office of Alumni Relations
About the University of Georgia
Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education (https://www.uga.edu/). The proof is in our more than 235 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 3,000 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.
About the College/Unit/Department
The UGA Alumni Association advances the academic excellence, interests, and traditions of Georgia's flagship university by inspiring engagement through relevant programming, enhanced connections, and effective communications.
College/Unit/Department website www.dar.uga.edu and https://alumni.uga.edu/
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 11/06/2024
Open until filled Yes
Closing Date
Proposed Starting Date 01/01/2025
Special Instructions to Applicants
EEO Policy Statement
The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran 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.
Position Information
Classification Title Office/Clerical Lead
FLSA Non-Exempt
FTE 1.00
Minimum Qualifications
Requires at least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.
Preferred Qualifications
Position Summary
Reporting to the Executive Director of Alumni Relations, this position provides high level administrative support for the Executive Director of Alumni Relations and the Senior Directors of Alumni Relations.
As the lead administrative support to the Executive Director, the incumbent schedules, organizes, and coordinates meetings, handles confidential correspondence, and significant support functions such as managing travel arrangements and expense reimbursements for the alumni relations team. This position provides meeting and event support to the Office of Alumni Relations. This position assists the Executive Director in preparing budget proposals and assists in budget tracking, ordering, invoice payments, and reimbursements for the team.
This position interacts with various groups of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload and recommend changes in office practices or procedures. This position is essential to the mission of the department in providing excellent customer service to constituents and maintaining a highly organized alumni relations operation.
Knowledge, Skills, Abilities and/or Competencies
Additional Division Expectations:
Is driving a responsibility of this position? Yes
Is this a Position of Trust? Yes
Does this position have operation, access, or control of financial resources? Yes
Does this position require a P-Card? Yes
Is having a P-Card an essential function of this position? Yes
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 ADMINISTRATIVE SUPPORT
Provide high level administrative support to the Executive Director of the Office of Alumni Relations and the Senior Directors of Alumni Relations along with providing administrative support to the Office of Alumni Relations.
Percentage of time 55 Duties/Responsibilities
BUDGETS
Monitors budget including tracking expenditures and providing reports. Assists Executive Director in preparation of budget proposals. Prepare spreadsheets for budgets or contracts, to include tracking and maintaining expenditures and reconciling accounts. Prepares financial reports and leads the Administrative Associates/Operations team in developing processes on behalf of the Executive Director.
EVENT SUPPORT and MISCELLANEOUS
Assist with events and activities organized by the Office of Alumni Relations.
Percentage of time 10
Contact Information
Recruitment Contact
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
Recruitment Contact Phone
Posting Specific Questions
Required fields are indicated with an asterisk (*).
Location: Bogart, GA, US
Posted Date: 11/24/2024
Posting Details
Posting Number S12884P
Working Title Administrative Specialist
Department DAR-Office of Alumni Relations
About the University of Georgia
Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education (https://www.uga.edu/). The proof is in our more than 235 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 3,000 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.
About the College/Unit/Department
The UGA Alumni Association advances the academic excellence, interests, and traditions of Georgia's flagship university by inspiring engagement through relevant programming, enhanced connections, and effective communications.
College/Unit/Department website www.dar.uga.edu and https://alumni.uga.edu/
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 11/06/2024
Open until filled Yes
Closing Date
Proposed Starting Date 01/01/2025
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.
EEO Policy Statement
The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran 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.
Position Information
Classification Title Office/Clerical Lead
FLSA Non-Exempt
FTE 1.00
Minimum Qualifications
Requires at least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.
Preferred Qualifications
- Progressively responsible experience working in a fast-paced professional office environment.
- Direct experience working in the alumni relations industry.
- Direct experience supporting a department head or manager.
Position Summary
Reporting to the Executive Director of Alumni Relations, this position provides high level administrative support for the Executive Director of Alumni Relations and the Senior Directors of Alumni Relations.
As the lead administrative support to the Executive Director, the incumbent schedules, organizes, and coordinates meetings, handles confidential correspondence, and significant support functions such as managing travel arrangements and expense reimbursements for the alumni relations team. This position provides meeting and event support to the Office of Alumni Relations. This position assists the Executive Director in preparing budget proposals and assists in budget tracking, ordering, invoice payments, and reimbursements for the team.
This position interacts with various groups of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload and recommend changes in office practices or procedures. This position is essential to the mission of the department in providing excellent customer service to constituents and maintaining a highly organized alumni relations operation.
Knowledge, Skills, Abilities and/or Competencies
- Excellent oral and written communication skills and the ability to deal effectively and professionally with a variety of persons at all levels of management within and external to a university environment.
- 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 be able to work effectively in a fast-paced environment.
- Proven ability to multi-task and manage multiple project timelines.
- Ability to provide solutions.
- Proficiency in Microsoft Word, Excel, and Outlook.
- Extensive skills in project management, scheduling, research, and electronic record keeping.
- Collaboration skills.
- Professional and welcoming demeanor as the first point of contact for office.
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.
- 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 30 pounds
- Walk, stand, stoop, lift, kneel, climb
- On occasion, drive the department's van or SUV to provide transportation or transport supplies or packages
Is driving a responsibility of this position? Yes
Is this a Position of Trust? Yes
Does this position have operation, access, or control of financial resources? Yes
Does this position require a P-Card? Yes
Is having a P-Card an essential function of this position? Yes
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 ADMINISTRATIVE SUPPORT
Provide high level administrative support to the Executive Director of the Office of Alumni Relations and the Senior Directors of Alumni Relations along with providing administrative support to the Office of Alumni Relations.
- Administrative support to Executive Director and Senior Directors includes but is not limited to:
- Manage complex calendars: Schedule meetings, alumni functions, appointments, conference attendance and travel. Assist in calendar scheduling for other staff members as assigned.
- Coordinate travel arrangements for Alumni Relations Team.
- Prepare and submit travel and expense reimbursement requests and forms for Alumni Relations Team.
- Develop and maintain general files of the department.
- Assist in maintaining confidential personnel records.
- Assist Executive Director and Senior Directors in managing tasks to meet goals and deadlines.
- Implement, interpret, and communicate policies and procedures.
- Review, assess, route, answer and monitor follow up action steps on correspondence.
- Gather and analyze information required for administrative reporting.
- Administrative support to the Office of Alumni Relations includes but is not limited to:
- A wide range of complex office administration including word processing, spreadsheet development, mail merge documents, composing and editing letters, memoranda, newsletters, reports, presentations, and other clerical duties as assigned.
- Consolidate staff meeting agenda items, prepare bi-weekly staff meeting agendas.
- Answer telephones, greet guests, receive deliveries, distribute incoming mail, and prepare outgoing mail.
- Order and maintain office supplies.
- Assist staff as needed with messages, copies, ordering supplies, and shipping.
- Prepare and distribute communication documents including memos, letters, and presentations as needed. Format correspondence according to the office style guide, including fonts and logos for all internal and external communication documents.
- Oversee the alumni@uga.edu accounts for event registrations and general questions.
- Record all personal constituent interactions in Giving and Alumni Information Link (GAIL) CRM system.
- Assist with special projects as assigned.
- Attends monthly DAR Admin Meetings and reports out to Alumni Relations team any changes or updates.
- Attends monthly Alumni Relations Budget Meetings.
- Responsible for PCard reimbursements and purchases.
- On occasion, drive the department's van or SUV to provide transportation or transport supplies or packages.
Percentage of time 55 Duties/Responsibilities
BUDGETS
Monitors budget including tracking expenditures and providing reports. Assists Executive Director in preparation of budget proposals. Prepare spreadsheets for budgets or contracts, to include tracking and maintaining expenditures and reconciling accounts. Prepares financial reports and leads the Administrative Associates/Operations team in developing processes on behalf of the Executive Director.
- Maintaining the following budgets and budget forms:
- Executive Director Entertainment Line
- Executive Director Travel Line
- Alumni Relations Travel
- Athens Entertainment
- Athens General Operations
- Athens Phones
- Athens Postage
- Athens Printing
- Athens Repairs and Maintenance
- Giveaway Items
- Alumni Board
- Student Worker budget lines
- Assist Senior Directors by managing Budget Development Forms for events as needed and tracking expenses.
- And other budgets as needed.
EVENT SUPPORT and MISCELLANEOUS
Assist with events and activities organized by the Office of Alumni Relations.
- Assist with and attend events as assigned
- Assist in maintaining event follow up for assigned Alumni Association events. This includes entering GAIL interactions and notes.
- Maintain nametag template and procedure for Alumni Relations staff. This includes preparing nametags for events planned by staff.
Percentage of time 10
Contact Information
Recruitment Contact
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
Recruitment Contact Phone
Posting Specific Questions
Required fields are indicated with an asterisk (*).
- * How did you hear about this vacant position?
- African American Development Officers (AADO)
- Association of Fundraising Professionals (AFP)
- Annual Giving Network
- CASE
- Chronicle of Higher Education
- Chronicle of Philanthropy
- Current UGA Employee
- Diverse Jobs
- Handshake
- HigherEdJobs
- Insight Into Diversity
- Talent Management Newsletter
- UGAJobs (UGA's job board)
- Other (please provide)
- Resume/CV
- Cover Letter
Location: Bogart, GA, US
Posted Date: 11/24/2024
Contact Information
| Contact | Human Resources University of Georgia |
|---|