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

• 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.

• 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.

• 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

• 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.
• Assist in managing the DAR 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 other UGA accounts as needed for event registrations and general questions.
• Coordinates the rental and reservations for the Atlanta DAR Office board rooms.
• Assist with logistics involved with meetings held in the DAR Atlanta office.
• Prepare and submit travel and expense reimbursement requests and forms for the Atlanta Regional Development team.
• Record personal constituent interactions in Giving and Alumni Information Link (GAIL) CRM system for the Atlanta Regional Development team.
• 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 DAR Atlanta office.
• Create travel authority requests as needed for Atlanta Regional Development staff.
• Help with calendar management.
• Attend monthly DAR Finance admin meetings via zoom.

• Assist in managing event rsvp's and event reporting in GAIL system as needed.
• Assist in maintaining event follow-up for assigned events. This includes entering GAIL interactions and notes. Provide 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 events and activities.
• Maintain nametag template and procedure for Atlanta-based DAR 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 as needed.

• One Live Oak Office Supplies
• Live Oak Square Parking
• One Live Oak Contract Services
• One Live Oak Phones and Utilities
• Atlanta Printing
• Other DAR budgets as needed
• Atlanta Regional Development team travel
• Atlanta Regional Development team entertainment
• Atlanta Regional Development team non-travel reimbursements
• Atlanta Regional Development team cell phone reimbursements
• Other budget line items as assigned