Administrative Specialist

Administrative Specialist

Division of Development & Alumni Relations, University of Georgia – Permanent position (no work visa sponsorship).

Classification:
Administrative Assistant III, FLSA Non-Exempt, Full Time.

Posting Number: S14751P.

Working Title:

Administrative Specialist.

Employment Type:

Employee.

Work Schedule:

8:00am–5:00pm. Advertised Salary: $48,880. Begin Date: 04/01/2026.

• High school diploma or equivalent and 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 a variety of people at all levels of management within and outside a university environment.

Reporting to the Assistant Vice President for Development and Alumni Relations, this position 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 role manages responsibilities in a timely and efficient manner and engages with different personality types throughout the division. It also serves as backup for other administrative support roles to ensure coverage during absences or high‑volume periods.

Executive‑Level Administrative Support – AVP (40%)

• 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.

Administrative Support – Gift & Estate Planning (20%)

• 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.

Administrative Support – College Relations (25%)

• 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…