Office Manager - CAES Office of Development and Alumni Relations Office

Posting Details

Posting Details

Posting Number S14931P Working Title Office Manager - CAES Office of Development and Alumni Relations Office Department CAES-Development & Alumni Rel About the University of Georgia

Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state's flagship university (https://www.uga.edu/). The proof is in our more than 240 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 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 employs approximately 3,100 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly established School of Medicine.

About the College/Unit/Department College/Unit/Department website https://www.caes.uga.edu/departments/development-alumni-relations.html Posting Type External Retirement Plan TRS Employment Type Employee Benefits Eligibility Benefits Eligible Full/Part time Full Time Work Schedule Additional Schedule Information

Monday - Friday, 8am-5pm

Advertised Salary Commensurate with Experience Posting Date 03/30/2026 Open until filled Yes Closing Date Proposed Starting Date 05/01/2026 Special Instructions to Applicants Location of Vacancy Athens Area EEO Policy Statement

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

USG Core Values Statement

The University System of Georgia is comprised of our 25 institutions of higher education and learning, as well the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 08.02.18.01.02.

Additionally, USG supports Freedom of Expression as stated in Board Policy 06.05 Freedom of Expression and Academic Freedom.

Position Information

Classification Title Administrative Assistant II FLSA Non-Exempt FTE 1.00 Minimum Qualifications

High school diploma or equivalent and 2 years of related experience

Preferred Qualifications

• Working knowledge of UGA policies and procedures and/or UGA Foundation policies and procedures
• Progressively responsible experience working in a fast-paced environment
• Experience in dealing effectively and professionally with a variety of people at all levels of management within and external to a university environment

Position Summary

This position supports the team within the Office of Development and Alumni Relations (ODAR) in the College of Agricultural and Environmental Sciences (CAES). CAES has an alumni network of 20,000+ and consistently raises over $12 million annually. The position manages the daily operations of the office and is the first point of contact for donors, alumni, and friends of CAES. This position serves as the contact for college and university leadership, manages the workflow and systems of the office, and is expected to handle routine work and requests independently and confidentially.

This position manages the office in a fast-paced environment with multiple interruptions and high expectations. It is confidential in nature, having access to sensitive donor/alumni information, financial information, employee/HR information, as well as regular contact with University and College leadership. This position is responsible for independently performing high-level administrative duties for the Senior Director of Development and other staff of the ODAR. The position involves independence in planning and executing internal meetings.

Knowledge, Skills, Abilities and/or Competencies

• Works well in team setting or independently using a solution-based approach to handling daily tasks.
• Excellent time management and prioritization skills.
• Excellent organizational, verbal, and written communication skills.
• Highest level of confidentiality, professionalism, and poise at all times.
• Exceptional customer service and attention to detail are required.
• Maintains excellent problem-solving and organizational skills as necessary to manage a high volume of multi-faceted tasks. Reliably carries out instructions and responsibilities thoroughly, completely, and in a timely manner. Thrives in a fast-paced environment involving frequent multi-tasking.
• Exercises sound judgment and thinks strategically to develop and operationalize short- and long-term projects and initiatives.
• Exhibits professionalism at all times. Demonstrates a passion for excellence, conveys trustworthiness, and projects a positive demeanor to represent the Office with poise and inclusion. Understands and appreciates diversity, teamwork, and the importance of fostering a positive work environment.
• Possesses exceptional interpersonal skills and the ability to establish and maintain professional and personal credibility in interactions internally and externally.
• Takes initiative and works effectively and collaboratively with other individuals (co-workers, supervisor, students, faculty, staff, and other constituents) to move projects and initiatives to completion, including with diverse and cross-functional teams and a wide range of stakeholders.

Physical Demands

• Light office work in an indoor and outdoor environment.
• Driving as needed to perform job duties.

Is driving a responsibility of this position? Yes Is this a Position of Trust? Yes Does this position have operation, access, or control of financial resources? Yes Does this position require a P-Card? No Is having a P-Card an essential function of this position? No Does this position have direct interaction or care of children under the age of 18 or direct patient care? No Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) Yes Credit and P-Card policy

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.

Background Investigation Policy

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. Please visit the UGA Background Check website.

Duties/Responsibilities

Duties/Responsibilities

Office Management/Administrative Support

• Provide direct administrative support to the Senior Director of Development, and as needed to the Director of Alumni Relations and Director of Development, including maintenance of calendar, updating task lists, and scheduling meetings (may include presentations, agendas, briefings, minutes, etc.) as needed.
• Serve as first point of contact for the office and manage communications with the CAES DAR staff and external constituents when the Senior Director is traveling/out of the office.
• Coordinate DAR team travel arrangements and plan logistics for select donor/prospect meetings.
• Assist in follow-up for meetings - may include entering contact reports and updating plans in GAIL, follow-up correspondence, etc., in a confidential and professional manner.
• Work closely with other units and departments by serving as the point person to ensure effective communication and collaboration with the Office.
• Maintain inventory of office supplies and alumni/donor gifts, including maintaining business letterhead, business cards, nametags, and personal stationery for the team.
• Coordinate mailing of correspondence and packages.
• Maintain confidential files on donors/prospects.
• Drive agenda, handle logistics, prepare handouts and prepare minutes for monthly Development Staff meetings and other scheduled meetings with key units within the college.
• Maintain confidential files on donors/prospects.
• Prepare reports related to donor's philanthropic commitments to the college.
• Assist the Office in event planning and execution as needed.
• Serve as occasional host for visitors to campus.
• Manage building access control and key inventory.
• Maintain phone line and route calls and messages; serve as departmental telephone representative.
• Manage reservations and use of the CAES Student Activity Center and Georgia Agricultural Hall of Fame.

Percentage of time 50 Duties/Responsibilities

Gift Processing

• Receive, process, prepare gift transmittals, pledge forms, and deposits for gifts to the UGA Foundation, ensuring that all aspects of the office adhere to UGA and UGA Foundation policies.
• Facilitate and manage all aspects of the process for establishing new donor-supported funds with UGA Foundation, including, but not limited to: drafting/review process between the donor, fundraiser, CAES signatory, and the UGA Foundation, keeping records of/sharing finalized fund agreements across the team and College.
• Manage the in-kind documentation process for UGA Foundation through DocuSign in coordination with other CAES departments/units.
• Maintain files, spreadsheets, and budgets for special development and alumni projects.
• Assist with brick walkway program by providing pre- and post-installation communications and managing the directory.
• Complete quarterly reconciliations of various account deposits.
• Manage GAIL groups and record updates, coordinating with various contacts across campus.

Percentage of time 35 Duties/Responsibilities

Other Duties

• Responsible for supervision of student assistants (currently 2), including coordinating and assigning all projects for student assistants, and managing and approving student schedules and timesheets.
• Perform duties related to purchasing, personnel records, personnel actions, and payroll on behalf of the office, including expense reports and payment requests in close coordination with the CAES Business Office and according to UGA policies.
• Manage use and maintenance of state vehicle.
• Complete routine checks of building for safety, security, and maintenance concerns; initiate and track work orders as needed.
• Serve as a member of the CAES Administrative Support Team.
• Other duties as assigned by the Senior Director of Development.

Percentage of time 15

Contact Information

Recruitment Contact

Contact Details

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name Mary Ann Parsons Recruitment Contact Email parsonsm@uga.edu Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter
• List of References with Contact Information

Optional Documents