Office Manager - CAES Office of Development and Alumni Relations Office

High school diploma or equivalent and 2 years of related experience

• 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

• 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.

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

• 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.

• 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.

• 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.