Administrative Specialist - Athens

Posting Details · Posting Details · Posting Number S14751P 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 edu ...

Job description

Posting Details

Posting Details

Posting Number S14751P 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 ).

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 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 and 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 02/20/2026 Open until filled Yes Closing Date Proposed Starting Date 04/01/2026 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.

Location of Vacancy 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 ).

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 and can be found online at

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at

Position Information

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.

Position Summary

Reporting to the division's Assistant Vice President for Development and Alumni Relations (DAR), this position is responsible for independently performing high-level administrative duties for the Assistant Vice President, the Gift and Estate Planning team, the Principal Giving team, and the College Relations team.

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, including 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.

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.

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 is 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 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

Is driving a responsibility of this position? 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

Duties/Responsibilities

Executive-Level Administrative Support – AVP

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.

Percentage of time 40 Duties/Responsibilities

Administrative Support – Gift & Estate Planning (GEP)

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.

Percentage of time 20 Duties/Responsibilities

Administrative Support – College Relations

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).

Percentage of time 25 Duties/Responsibilities

Administrative Support – Principal Giving

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.

Percentage of time 15

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 Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• How did you hear about this job opportunity in the Division of Development and Alumni Relations (DAR)?

Chronicle of Higher Education
DAR Careers Page
Handshake
Insight Into Academia
Inside Higher Ed
LinkedIn
UGAJobs (UGA's job board)
Other (Please provide name of source)

• Do you have a working knowledge of UGA Foundation policies and procedures?

Yes
No

• Do you have a working knowledge of UGA policies and procedures?

Yes
No
Applicant Documents

Required Documents

Resume/CV
Cover Letter

Optional Documents