Administrative Associate

About the role

The position is structured as a permanent role within the Division of Development & Alumni Relations at the University of Georgia. The University of Georgia is committed to equal opportunity and does not sponsor work visas for this position.

Responsibilities

• Provide administrative support to the Office of Alumni Relations & Atlanta Regional Development team: 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 DAR office liaison for audio visual conferencing and conference calls.
• Avoid managing the DAR Atlanta office, opening the office at 8 am and closing the office at 5 pm as needed.
• Answer telephones, greet guests, receive deliveries, distribute incoming mail, and prepare outgoing mail.
• Order and maintain office supplies.
• Run errands when necessary.
• Avoid assisting staff as needed with messages, copies, ordering supplies, and shipping.
• Avoid preparing and distributing communication documents including memos, letters, and presentations as needed.
• Avoid formatting correspondence according to the office style guide, including fonts and logos for all internal and external communication documents.
• Avoid coordinating the rental and reservations for the Atlanta DAR Office board rooms.
• Avoid assisting with logistics involved with meetings held in the DAR Atlanta office.
• Avoid preparing and submitting travel and expense reimbursement requests and forms for the Atlanta Regional Development team.
• Avoid recording personal constituent interactions in Giving and Alumni Information Link (GAIL) CRM system for the Atlanta Regional Development team.
• Avoid packing, recording, and transferring records to Records Management for record retention and destruction.
• Avoid creating and maintaining a filing system.
• Avoid assisting with AV and technical support for events.

Requirements

Minimum qualifications include a high school diploma or equivalent and 2 years of related experience. Preferred qualifications include proven experience in administrative roles, preferably within a dynamic, multi-team environment. Skilled in adapting to different team dynamics and requirements, providing tailored administrative support. Demonstrated success in balancing competing priorities and deadlines for multiple teams simultaneously. Experience in coordinating meetings, events, and travel arrangements for multiple teams. Flexibility and adaptability to handle the unique challenges of supporting multiple teams with varying processes. Ability to quickly learn and implement new processes and systems to support different team needs.

Qualifications

• High school diploma or equivalent and 2 years of related experience.
• Proven experience in administrative roles, preferably within a dynamic, multi-team environment.
• Skilled in adapting to different team dynamics and requirements, providing tailored administrative support.
• Demonstrated success in balancing competing priorities and deadlines for multiple teams simultaneously.
• Experience in coordinating meetings, events, and travel arrangements for multiple teams.
• Flexibility and adaptability to handle the unique challenges of supporting multiple teams with varying processes.
• Ability to quickly learn and implement new processes and systems to support different team needs.

Skills

• Excellent oral and written communication skills and the ability to deal effectively and professionally with a variety of people 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.
• 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.
• Ability to make sound decisions regarding events, logistics, and budgets.
• Ability to handle confidential material.
• Ability to thoroughly learn and operate new database systems.
• Ability to manage day-to-day logistics of office operations.

Benefits

Benefits eligible. The University of Georgia offers a comprehensive benefits package including health insurance, retirement plans, and paid time off.

Pay

$45,540 - $47,938 annually.

Schedule

Full Time. 8:00am – 5:00pm.

Location of Vacancy

Atlanta Area.

Additional Division Expectations

• 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.