S07343P

Administrative Associate

DAR-Office of Alumni Relations

The University of Georgia (UGA), a land-grant and sea-grant university with statewide commitments and responsibilities, is the state’s oldest, most comprehensive, and most diversified institution of higher education (https://www.uga.edu/). UGA is currently ranked among the top 15 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 was founded in 1785 by the Georgia General Assembly as the first state-chartered University in the country. UGA employs approximately 1,800 full-time instructional faculty and more than 7,700 full-time staff. The University’s enrollment exceeds 39,000 students including over 30,000 undergraduates and over 9,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.

The UGA Alumni Association advances the academic excellence, interests, and traditions of Georgia’s flagship university by inspiring engagement through relevant programming, enhanced connections, and effective communications.

www.dar.uga.edu and https://alumni.uga.edu/

External

TRS

Employee

Benefits Eligible

Full Time

8:00am-5:00pm, Monday-Friday

$30,000-$36,000 commensurate with qualifications and experience

11/09/2021

Yes

01/01/2022

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.

Atlanta Area

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).

The University of Georgia is a Federal Contractor as defined by Presidential Executive Order 14042 and subject to the requirement that Federal Contractors must ensure that all covered employees, including those working remotely, are fully vaccinated by January 4, 2022. You may be required to show proof of your fully vaccinated status at the time of your start date, or have received a medical or religious exemption from the fully vaccinated requirement at the time of your start date. For more information regarding the Federal Contractor fully vaccinated employment requirement please visit https://coronavirus.uga.edu/executive-order/ or call (706) 542-2222.

Office/Clerical Assistant

Non-Exempt

Administrative

1.0

Requires are least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

• Working knowledge of UGA policies and procedures and/ or UGA Foundation policies and procedures a plus
• Familiarity with Blackbaud/GAIL CRM
• Ability to manage an office.

Under the direct supervision of the Administrative Specialist in the Office of Alumni Relations, this position provides administrative support to the Office of Alumni Relations and specifically the team that administers alumni affinity groups. This position resides in the Atlanta Alumni Center.
This position is a primary contact for the management of the day-to-day operations at the Atlanta Alumni Center and has a key role in maintaining the facility and assists with event management and preparation. In addition to preparing and managing correspondence, filing, managing travel, and scheduling, this position assists the Office of Alumni Relations unit with administrative support including event support, event budget tracking, travel, and expense reimbursements, and relationship management.
This position answers non-routine correspondence and assembles high level information regarding alumni and friends of the university. This position interacts with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload and recommend changes in office practices or procedures. This position is essential to the mission of the department in providing excellent customer service to constituents and maintaining a highly organized alumni relations operation.

• Professional experience in an office setting.
• Excellent oral and written communication skills and the ability to deal effectively and professionally with a variety of persons at all levels of management within and external to a university environment.
• Proven ability to communicate professionally and effectively across multiple platforms, including emails, memos, letters, presentations.
• Excellent organizational abilities and be able to work effectively in a fast-paced environment.
• Proven ability to multi-task and manage multiple project timelines.
• Ability to provide solutions.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Proficiency in planning, organizing, and prioritizing multiple tasks.
• Skills in project management, scheduling, research, and electronic record keeping.
• Collaboration skills.
• Professional and welcoming demeanor as the first point of contact for office.
• Excellent customer service and hospitality skills.
• Knowledge of a university environment.
• Demonstrated ability to make sound decisions regarding events, logistics, and budgets.
• Ability to handle confidential material.
• Ability to thoroughly learn a new database system that will be used daily.

• 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 30 pounds
• Walk, stand, stoop, lift, kneel, climb
• Oversee shipping, receiving, supply inventory, and equipment maintenance.

No

Yes

Yes

No

No

No

Yes

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.

ADMINISTRATIVEProvide administrative support to the Office of Alumni Relations:
Administrative support includes but is not limited to:

• A wide range of complex office administration including word processing, spreadsheet development, mail merge documents, composing and editing letters, memoranda, reports, presentations, and other clerical duties as assigned.
• Serve as Atlanta liaison to Audio Visual conferencing and conference calls.
• Manage day to day logistics of the Atlanta Alumni Center.
• Assist in managing the Atlanta office, opening the office at 8 am and closing the office at 5pm as needed.
• Answer telephones, greet guests, receive deliveries, distribute incoming mail, and prepare outgoing mail.
• Order and maintain office supplies.
• Run errands when necessary.
• Assist staff as needed with messages, copies, ordering supplies, and shipping.
• Prepare and distribute communication documents including memos, letters, and presentations as needed. Format correspondence according to the office style guide, including fonts and logos for all internal and external communication documents.
• Oversee the ugaatl@uga.edu and ugablackalumni@uga.edu accounts for event registrations and general questions.
• Oversee the rental and reservations for the Atlanta Alumni Center board rooms.
• Assist with logistics involved with meetings taking place in the Center.
• Prepare and submit travel and expense reimbursement requests and forms for Outreach team.
• Record all personal constituent interactions in Giving and Alumni Information Link (GAIL) CRM system.
• Packing, recording, and transferring records to Records Management for record retention and destruction.
• Create and maintain a filing system.
• Assist with AV and telephone conference scheduling needs.
• Serve as the office suite’s Safety and Security Representative for the department.

65

EVENT SUPPORTProvide assistance with events and activities organized by the Office of Alumni Relations as assigned including:

• Assist in managing event rsvp’s and event reporting in GAIL as needed for Chapters department.
• Assist in maintaining event follow up for assigned Alumni Association events. This includes entering GAIL interactions and notes. Provide alumni database support for special projects as needed – process reports for events, update event data, and assist with shipping and receiving of packages and mailings for events, and processing data reports.
• Assist staff with recording event-related constituent interactions as needed for affinity group related events and activities.
• Manage Alumni Relations Close-Out (ARCO) forms for the affinity group events.
• Assist Alumni Relations Atlanta based staff in maintaining event equipment check-out system.
• Maintain nametag template and procedure for Alumni Relations staff. This includes preparing nametags for events planned by Atlanta staff or taking place in Atlanta.
• Manage the packing and preparing of event boxes for events taking place in Atlanta or planned by Atlanta or affinity group staff.

25

BUDGETSMonitors budget including tracking expenditures and providing reports. Prepare spreadsheets for budgets or contacts including tracking and maintaining expenditures and reconciling accounts.
Maintaining the following budgets and budget forms:

• One Live Oak Office Supplies
• One Live Oak ATL Giveaways Line
• Live Oak Square Parking
• One Live Oak Contract Services
• One Live Oak Phones and Utilities
• One Live Oak Postage
• Atlanta Printing
• Black Alumni, 1961 Club and Women of UGA Program Budgets
• Affinity Groups budgets
• New Faculty Tour
• Affinity group team travel
• Affinity group team entertainment
• Other budget lines as assigned

10

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below. For assistance with your application or login, please email hrweb@uga.edu.

Development & Alumni Relations’ Office of Talent Management

dartalent@uga.edu