Administrative Associate

• 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.

High school diploma or equivalent and 2 years of related experience

• 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.

• Professional experience in an office environment.
• Strong oral and written communication skills, with the ability to interact effectively and professionally with individuals at all organizational levels.
• Demonstrated ability to communicate clearly across multiple platforms, including email, phone, and written correspondence.
• Excellent organizational skills and the ability to work efficiently in a fastpaced setting.
• Proven ability to manage multiple tasks and project timelines simultaneously.
• Strong problemsolving abilities.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Skilled in planning, prioritizing, and coordinating tasks and projects.
• Experience with project management, scheduling, research, and electronic record keeping.
• Effective collaboration and teamwork skills.
• Professional and welcoming demeanor as a first point of contact.

• 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 20 pounds
• Walk, stand, stoop, lift, kneel, climb

• Assist Executive Director and Senior Director with special projects.
• Provide administrative support to include a wide range of complex office administration including word processing, data entry, spreadsheet development, mail merge documents, composing and editing letters, reports, presentations, and other clerical duties as assigned.
• Assist with the ad-hoc mailing of donation materials, acknowledgements, and other mail pieces as needed.
• Schedule meetings, update team agendas, reserves spaces, and facilitate attendance.
• Enter Giving and Alumni Information Link (GAIL) interactions and documentation for donor inquiries and comments from mailers, email, and phone contacts.
• Prepare and monitor check requests/travel authorizations/reimbursements from both state and foundation funding sources as well as tracking spending and encumbered funds.
• Perform procurement duties such as state requisition/purchase order creation and follow-up.
• Manage office supply purchases.
• Set up and manage invoices and payments on all Annual Giving contracts.
• Answer main phone line and main email inboxes for Annual Giving.

• Assist and support the Executive Director of Research & Prospect Management on special projects as needed, such as coordinating and mailing RPM Birthday cards, and copying during peak workloads, such as start-up quarter-four RPM and goal planning meetings.
• Assist with scheduling meetings, updating team agendas, reserving meeting spaces, and facilitating attendance.
• Prepare and monitor check requests/travel authorizations/reimbursements from state and foundation funding sources, as well as track spending and encumbered funds.
• Perform procurement duties such as state requisition/purchase order creation and follow-up.
• Manage, order, and distribute RPM office supply purchases.

• Assist Executive Director for Annual Giving and Communications and Senior Director of Marketing and Communications on special projects.
• Schedule meetings, update team agendas, reserves spaces, and facilitate attendance.
• Prepare and monitor check requests/travel authorizations/reimbursements from both state and foundation funding sources as well as tracking spending and encumbered funds.
• Perform procurement duties such as state requisition/purchase order creation and follow-up.
• Manage office supply purchases.
• Set up and manage invoices and payments on all DARCOMM contracts.
• Ensure bidding processes are compliant with UGA policy and assist and educate staff, as necessary.

• Monitor the main phone line and route calls and messages.
• Manage the receipt of incoming mail and packages.