Office Manager - CAES Office of Development and Alumni Relations Office
University of Georgia, Athens, GA, United States
Position Summary
The Office Manager 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 role manages the daily operations of the office and is the first point of contact for donors, alumni, and friends of CAES. The Office Manager serves as the contact for college and university leadership, manages workflow and systems, and is expected to handle routine work and requests independently and confidentially in a fast‑paced environment with high expectations. 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 Duties and 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. 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 or out of the office. Coordinate DAR team travel arrangements and plan logistics for select donor/prospect meetings. Assist in follow‑up for meetings – 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 as point person to ensure effective communication and collaboration with the Office. Maintain inventory of office supplies and alumni/donor gifts, including business letterhead, business cards, nametags, and personal stationery for the team. Coordinate mailing of correspondence and packages. Drive agenda, handle logistics, prepare handouts and minutes for monthly Development Staff meetings and other scheduled meetings with key units within the college. Prepare reports related to donors’ 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. Gift Processing
Receive, process, and prepare gift transmittals, pledge forms, and deposits for gifts to the UGA Foundation, ensuring adherence to UGA and UGA Foundation policies. Facilitate and manage the process for establishing new donor‑supported funds with the UGA Foundation, including drafting/review process and sharing finalized fund agreements. Manage the in‑kind documentation process for the 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. Other Duties
Supervise student assistants (currently 2); coordinate and assign all projects, approve 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 safety, security and maintenance checks of the building and 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. Key Skills and Competencies
Works well in team setting or independently using a solution‑based approach. Excellent time management, prioritization, and organizational skills. Exceptional verbal, written and customer‑service communication skills. Highest level of confidentiality, professionalism, neutrality and poise. Strong problem‑solving and multitasking abilities. Sound judgment with strategic thinking to develop and operationalize short and long‑term projects. Professionalism, passion for excellence, trustworthiness, and positive demeanor. Outstanding interpersonal skills and credibility with internal and external stakeholders. Takes initiative, collaborates with diverse and cross‑functional teams. Physical Demands
Light office work in an indoor and outdoor environment. Driving as needed to perform job duties. Other Operational Information
Driving is a responsibility of this position. Yes This is a position of trust. Yes Position has operation, access or control of financial resources. Yes Position does not require a P‑Card. No Position may have security access (public safety, IT security, personnel records, etc.). Yes Equal Opportunity 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, 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). Core Values Statement
The University System of Georgia (USG) is comprised of 26 institutions of higher education and a system office. The 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.
https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct
Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom.
https://www.usg.edu/policymanual/section6/C2653
#J-18808-Ljbffr
The Office Manager 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 role manages the daily operations of the office and is the first point of contact for donors, alumni, and friends of CAES. The Office Manager serves as the contact for college and university leadership, manages workflow and systems, and is expected to handle routine work and requests independently and confidentially in a fast‑paced environment with high expectations. 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 Duties and 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. 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 or out of the office. Coordinate DAR team travel arrangements and plan logistics for select donor/prospect meetings. Assist in follow‑up for meetings – 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 as point person to ensure effective communication and collaboration with the Office. Maintain inventory of office supplies and alumni/donor gifts, including business letterhead, business cards, nametags, and personal stationery for the team. Coordinate mailing of correspondence and packages. Drive agenda, handle logistics, prepare handouts and minutes for monthly Development Staff meetings and other scheduled meetings with key units within the college. Prepare reports related to donors’ 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. Gift Processing
Receive, process, and prepare gift transmittals, pledge forms, and deposits for gifts to the UGA Foundation, ensuring adherence to UGA and UGA Foundation policies. Facilitate and manage the process for establishing new donor‑supported funds with the UGA Foundation, including drafting/review process and sharing finalized fund agreements. Manage the in‑kind documentation process for the 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. Other Duties
Supervise student assistants (currently 2); coordinate and assign all projects, approve 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 safety, security and maintenance checks of the building and 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. Key Skills and Competencies
Works well in team setting or independently using a solution‑based approach. Excellent time management, prioritization, and organizational skills. Exceptional verbal, written and customer‑service communication skills. Highest level of confidentiality, professionalism, neutrality and poise. Strong problem‑solving and multitasking abilities. Sound judgment with strategic thinking to develop and operationalize short and long‑term projects. Professionalism, passion for excellence, trustworthiness, and positive demeanor. Outstanding interpersonal skills and credibility with internal and external stakeholders. Takes initiative, collaborates with diverse and cross‑functional teams. Physical Demands
Light office work in an indoor and outdoor environment. Driving as needed to perform job duties. Other Operational Information
Driving is a responsibility of this position. Yes This is a position of trust. Yes Position has operation, access or control of financial resources. Yes Position does not require a P‑Card. No Position may have security access (public safety, IT security, personnel records, etc.). Yes Equal Opportunity 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, 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). Core Values Statement
The University System of Georgia (USG) is comprised of 26 institutions of higher education and a system office. The 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.
https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct
Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom.
https://www.usg.edu/policymanual/section6/C2653
#J-18808-Ljbffr