Administrative Specialist

Administrative Specialist Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. 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. This position is open until filled with priority given to applications submitted by March 20, 2026. Please submit a cover letter and resume to include three references. The cover letter should address the interest in the position, qualifications, and relevant experience. Reporting to the Senior Director of Donor Relations & Stewardship, this position serves as a key operational and administrative partner to the Parent Giving, Donor Relations & Stewardship, and Strategic Initiatives teams within the Division of Development & Alumni Relations (DAR), while also providing backup front desk coverage and cross-team support as needed for other administrative support roles. This role manages complex administrative operations, financial coordination, procurement activities, event support, and executive calendar assistance that help advance division-wide fundraising and engagement efforts. 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. 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. Work in a standard office environment Sit and work at a computer workstation for an extended period of time Work using electronic mail, telephone, face-to-face discussions, and paper form correspondence Communicate effectively in writing, speaking, and listening Organize and establish priorities; Remember detail; multitask Lift and/or move up to 20 pounds Walk, stand, stoop, lift, kneel, climb 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. Parent Giving: Provide administrative support to the Office of Parent Giving. This includes a wide range of complex office administration tasks, including word processing, spreadsheet development, mail merge documents, composing and editing letters, reports, presentations, special projects, and other clerical duties as assigned. Prepare and monitor check requests/travel authorizations/reimbursements from both 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. Assist the Director with calendar management Assist with events for the Parent Leadership Council (PLC) weekends. Assist with the grant application process and PLC listserv. Distribute funds to awarded grant recipients. Schedule meetings, update team agendas, reserve spaces, and facilitate attendance. Coordinate purchase of office supplies/equipment and event-related materials. Assist with configuring and compiling the FY budget for Parent Giving. Prepare UPS packages when needed. Donor Relations & Stewardship: Provide administrative support to Donor Relations & Stewardship. This includes a wide range of complex office administration tasks, including word processing, spreadsheet development, mail merge documents, composing and editing letters, reports, presentations, special projects, and other clerical duties as assigned. Prepare and monitor check requests/travel authorizations/reimbursements from both 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. Assist the Senior Director with calendar management Assist with events planned by Donor Relations & Stewardship. Coordinate purchase of office supplies/equipment and event-related materials. Assist with configuring and compiling the FY budget for Donor Relations & Stewardship. Strategic Initiatives: Provide administrative support to Strategic Initiatives. This includes a wide range of complex office administration tasks, including word processing, spreadsheet development, mail merge documents, composing and editing letters, reports, presentations, special projects, and other clerical duties as assigned. Prepare and monitor purchase and check requests from both state and foundation funding sources. Perform procurement duties such as state requisition/purchase order creation and follow-up. Organize meetings to include notifying participants and scheduling the time and location. Prepare travel arrangements and expense reimbursements for staff. Coordinate purchase of office supplies/equipment and event-related materials. Assist with events planned by Strategic Initiatives. Serve as backup support for the front desk as needed: Greet and direct visitors at the front desk in a welcoming and timely manner. Answer main phone line and direct calls as appropriate in a welcoming and timely manner. Coordinate as needed with other administrative support staff within One Press Place to assist with office functions and other priority initiatives. Sort USPS and Campus Mail for the Development Office.

Created: 2026-03-07