Administrative Specialist

Administrative Specialist – Administrative Assistant III

Posting Number: S14751P

Reporting to the division’s Assistant Vice President for Development and Alumni Relations (DAR), this role independently performs high‑level administrative duties for the Assistant Vice President, the Gift and Estate Planning team, the Principal Giving team, and the College Relations team. The position seeks a timely and efficient administrator who can engage with diverse team members, back up other support roles during absences, and maintain consistent coverage during high‑volume periods.

High school diploma or equivalent and five (5) years of related experience.

• Working knowledge of UGA policies and procedures and/or UGA Foundation policies and procedures.
• Progressively responsible experience working in a fast‑paced environment.
• Ability to deal effectively and professionally with people at all levels of management within and outside a university setting.

• Professional experience in an office setting.
• 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.
• Proficient in Microsoft Word, Excel, and Outlook.
• Strong organizational abilities and ability to work effectively in a fast‑paced environment.
• Proven ability to multitask and manage multiple project timelines.
• Experience with project management, scheduling, research, and electronic record keeping.
• Collaboration skills and a professional, welcoming demeanor as a first point of contact for the organization.

40% of time.

• 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.

20% of time.

• 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.

25% of time.

• 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+…