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Administrative Associate

Administrative Associate

University of GeorgiaAthens, GA, United States
30+ days ago
Salary
$47,840.00 yearly
Job type
  • Full-time
  • Part-time
  • Permanent
Job description

Posting Details

Posting Details

Posting Number

S13321P

Working Title

Administrative Associate

Department

DAR-Regional Development

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 3,100 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 formed School of Medicine.

About the College / Unit / Department

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.

College / Unit / Department website

https : / / give.uga.edu / and https : / / dar.uga.edu /

Posting Type

External

Retirement Plan

Employment Type

Employee

Benefits Eligibility

Benefits Eligible

Full / Part time

Full Time

Work Schedule

Additional Schedule Information

8 : 00am-5 : 00pm

Advertised Salary

47,840

Posting Date

02 / 27 / 2025

Open until filled

Closing Date

Proposed Starting Date

05 / 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.

Location of Vacancy

Atlanta Area

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 ([email protected]).

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 Assistant

FLSA

Non-Exempt

1.00

Minimum Qualifications

Requires are 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

  • Proven experience in administrative roles, preferably within a dynamic, multi-team environment.
  • Skilled in adapting to different team dynamics and requirements, providing tailored administrative support.
  • Demonstrated success in balancing competing priorities and deadlines for multiple teams simultaneously.
  • Experience in coordinating meetings, events, and travel arrangements for multiple teams.
  • Flexibility and adaptability to handle the unique challenges of supporting multiple teams with varying processes.
  • Ability to quickly learn and implement new processes and systems to support different team needs.

    • Position Summary

    This position resides in the Development and Alumni Relations ( DAR ) office in Atlanta. Under the direct supervision of the Senior Regional Director in the Office of Regional Development, this position provides administrative support to Atlanta-based regional development staff and the Atlanta-based alumni relations staff.

    This position is a primary contact for the management of the day-to-day operations of the DAR office in Atlanta and has a key role in maintaining the facility and assists with event management and preparation.

    In addition to preparing and managing correspondence, filing, managing travel, and scheduling, this position assists the Office of Alumni Relations unit and Atlanta Regional Development staff with administrative support including event support, event budget tracking, travel, expense reimbursements, and relationship management.

    This position answers non-routine correspondence and assembles high-level information regarding alumni and friends of the university. This position interacts with a diverse group 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 emails, memos, letters, presentations.
  • 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.
  • Skills in project management, scheduling, research, and electronic record keeping.
  • Collaboration skills.
  • Professional and welcoming demeanor as the first point of contact for office.
  • Excellent customer service and hospitality skills.
  • Ability to make sound decisions regarding events, logistics, and budgets.
  • Ability to handle confidential material.
  • Ability to thoroughly learn and operate new database systems.
  • Ability to manage day-to-day logistics of office operations.

    • 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

    • Is driving a responsibility of this position?

    Is this a Position of Trust?

    Does this position have operation, access, or control of financial resources?

    Does this position require a P-Card?

    Is having a P-Card an essential function of this position?

    Does this position have direct interaction or care of children under the age of 18 or direct patient care?

    Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications)

    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

    ADMINISTRATIVE

    Provide administrative support to the Office of Alumni Relations & Atlanta Development team :

    Administrative support 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, reports, presentations, and other clerical duties as assigned.
  • Serve as Atlanta liaison to Audio Visual conferencing and conference calls.
  • Manage day-to-day logistics of the Atlanta DAR Office.
  • Assist in managing the Atlanta office, opening the office at 8 am and closing the office at 5pm as needed.
  • Answer telephones, greet guests, receive deliveries, distribute incoming mail, and prepare outgoing mail.
  • Order and maintain office supplies.
  • Run errands when necessary.
  • 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 [email protected] and other UGA accounts as needed for event registrations and general questions.
  • Oversee the rental and reservations for the Atlanta DAR Office board rooms.
  • Assist with logistics involved with meetings taking place in the Center.
  • Prepare and submit travel and expense reimbursement requests and forms for the Alumni Outreach team and Atlanta Regional team.
  • Record all personal constituent interactions in Giving and Alumni Information Link ( GAIL ) CRM system.
  • Packing, recording, and transferring records to Records Management for record retention and destruction.
  • Create and maintain a filing system.
  • Assist with AV and telephone conference scheduling needs.
  • Serve as the office suite's Safety and Security Representative for the department.
  • Create travel authority requests as needed for both Atlanta Alumni and Atlanta Regional Development staff
  • Help with calendar management.
  • Attend monthly Admin meetings via zoom.

    • Percentage of time

    Duties / Responsibilities

    EVENT SUPPORT

    Assist with events and activities organized by Development and Alumni Relations as assigned including :

  • Assist in managing event rsvp's and event reporting in GAIL as needed
  • Assist in maintaining event follow-up for assigned events. This includes entering GAIL interactions and notes. Provide database support for special projects as needed - process reports for events, update event data, and assist with shipping and receiving of packages and mailings for events, and processing data reports.
  • Assist staff with recording event-related constituent interactions as needed for affinity group related events and activities.
  • Manage staff Close-Out ( ARCO ) forms as needed.
  • Assist Atlanta-based DAR staff in maintaining event equipment check-out system.
  • Maintain nametag template and procedure for Atlanta-based DAR staff. This includes preparing nametags for events planned by Atlanta staff or taking place in Atlanta.
  • Manage the packing and preparing of event boxes for events as needed.

    • Percentage of time

    Duties / Responsibilities

    BUDGETS

    Monitor budgets including tracking expenditures and providing reports. Prepare spreadsheets for budgets or contacts including tracking, maintaining expenditures, and reconciling accounts.

    Maintaining the following budgets and budget forms :

  • One Live Oak Office Supplies
  • Live Oak Square Parking
  • One Live Oak Contract Services
  • One Live Oak Phones and Utilities
  • Atlanta Printing
  • Other DAR budgets as needed
  • New Faculty Tour
  • Affinity group team travel
  • Affinity group team entertainment
  • Atlanta Regional team travel
  • Atlanta Regional team entertainment
  • Atlanta Regional non-travel reimbursements
  • Atlanta Regional cell phone reimbursements
  • Other budget lines as assigned

    • Percentage of time