Development and Alumni Relations Administrative Specialist

Provide administrative support to the Senior Director

*Manage all communications with the Development and Alumni Relations staff and external constituents when the Senior Director is traveling/out of the office.

*Serve as secondary support for large events coordinated by the Development and Alumni Relations team. Examples include: gala, graduation, homecoming tailgate and other donor functions.

*Plan and implement team staff meetings.

oDrive agenda, handle logistics and prepare handouts for monthly Development Staff meeting.

*Work closely with other units and departments to ensure effective communication and collaboration with the Office of Development and Alumni Relations. This includes partnership with: the Dean's Office, Office of Marketing and Communication, Undergraduate Student Services, UGA's Development and Alumni Relations teams, etc.

*Prepare presentations for board meetings, donor events, and other internal and external meetings.

*Attend pertinent meetings on campus and externally as needed/in the Senior Director's absence.

*Coordinate travel arrangements for the Senior Director; arrangements include: rental cars, hotels, shuttles, air travel, donor entertainment reservations, etc.

*Coordinate expense reports on behalf of the Senior Director.

*Ensure all aspects of the office of Development and Alumni Relations efforts adhere to UGA and UGA Foundation policies.

*Maintain and coordinate all aspects of the Senior Director's calendar and schedule.

Support Senior Director in the management of principal gift donors/prospects

*Responsible for all aspects of planning and logistics for Donor/Prospect Meetings (national in scope) including presentations, agendas, briefings, etc.

*Draft and send timely correspondence to principle gift donors/prospects and other external constituents on the Senior Director's behalf; this involves thorough proofreading and writing skills. All correspondence should be confidential and professional.

*Maintain confidential files on all principal gift donors/prospects.

*Coordinate all aspects of high-level donor/prospect campus visits. Examples include: arranging parking, meetings, reserving conference rooms, etc.

*Prepare documents related to donor's philanthropic commitments to the college.

oDraft initial donor fund agreement language and facilitate processing between the donor and the UGA Foundation.

oFacilitate gift processing.

oSend pledge reminders.

*Prepare appropriate documents for direct fund raising activities to include: planned gift trust agreements, history of giving, menu of opportunities and letters of commitment, etc.

oAssist in finalizing major and principal gifts to include multi-year pledge information and correct fund alignment.

*Manage donors/prospects meeting follow-up tasks:

oEnter contact reports and data associated with donor/prospect interactions into GAIL database.

oEnter gift plans in GAIL database to facilitate prospect management.

oLetters to donor/prospect (some draft presentation involved).

*Manage the Senior Director's data, alerts and calendar reminders.

*Serve as host for occasional visitors to campus.

*Ensure UGA Foundation policies and criteria are upheld in all aspects of data management.

Supervise student assistants employed in the Office of Development and Alumni Relations

*Responsible for supervision of student assistants (currently have 2).

*Coordinate and assign all projects for student assistants.

*Manage and approve students schedules and timesheets.