Office Manager - CAES Office of Development and Alumni Relations Office

Company: University of Georgia
Location: Athens
Posted on: April 19, 2024

Job Description:

Posting Details



Posting Details




Posting Number
S11814P


Working Title
Office Manager - CAES Office of Development and Alumni Relations Office


Department
CAES-Development & Alumni Rel


About the University of Georgia
Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education (). The proof is in our more than 235 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 3,000 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 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.


About the College/Unit/Department
The UGA College of Agricultural and Environmental Sciences (CAES) is among the best and most established U.S. colleges of agriculture. In its classrooms, its Agricultural Experiment Stations, and its statewide network of UGA Cooperative Extension offices, the faculty, and staff of CAES are dedicated to discovering, teaching, and delivering the science required for healthy living to flourish in Georgia. Agricultural and environmental sciences are only as important as the food you eat, the clothes you wear, and the water and air around you. To improve the quality and guard the safety of life's necessities, CAES has gathered world-renowned scientists and exceptional students.


College/Unit/Department website
https://www.caes.uga.edu/


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, normal business hours with evening and weekend work as needed


Advertised Salary
Commensurate with Experience


Posting Date
03/19/2024


Open until filled
Yes


Closing Date



Proposed Starting Date
05/01/2024


Special Instructions to Applicants



Location of Vacancy
Athens Area


EEO Policy Statement
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).





Position Information




Classification Title
Office Manager/Clerical Supervisor


FLSA
Non-Exempt


FTE
1.00


Minimum Qualifications
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.


Preferred Qualifications

• 
  
• Associate's Degree or equivalent and four years of progressively responsible office experience or Bachelor's degree and two years of experience.
  
• Proficient in Microsoft Office Suite - Excel, PowerPoint, and Word.
  
• Experience supporting leadership, as well as working in and supporting a team environment.
  
• Experience in office management, skilled in customer service and event support.
  
• Knowledge of university policies and procedures, governance structure, institutional policies and procedures, regulations, bylaws, and the university environment.
  
• Experience with key university systems (e.g. DocuSign, GAIL, UGAMart, Onesource, FAME, and UGA Jobs) is preferred.
  
  
  
  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 $15 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 and manages the work flow 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.
    
  • 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 .
      
      
      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 .
      
      
      
      
      
      Duties/Responsibilities
      
      
      
      
      Duties/Responsibilities
      Office Management/Administrative Support
      • 
        
      • Provide administrative support to the Senior Director of Development, 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.
        
      • Assist in follow up for meetings - may include entering contact reports and updating of plans in GAIL, follow up correspondence, etc.
        
      • 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 stationary 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 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 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 record of/sharing finalized fund agreements across the team and College.
          
        • Manage In Kind documentation process through DocuSign in coordination with other CAES departments/units.
          
        • Maintain files, spreadsheets, and budgets for special development and alumni projects.
          
          
          
          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 the management and approval of student schedules and timesheets.
            
          • Perform duties related to purchasing, personnel records, personnel actions, and payroll on behalf of the office.
            
          • Other duties as assigned.
            
            
            
            Percentage of time
            15
            
            
            
            

Keywords: University of Georgia, Athens , Office Manager - CAES Office of Development and Alumni Relations Office, Administration, Clerical , Athens, Georgia