Operation specialist Jobs in Athens, GA

Department

and/or unit assignments for this position are subject to change in response to organizational or operational requirements. The position also serves as backup for other administrative support roles to ensure coverage during absences or high‑volume periods. Knowledge, Skills, Abilities and/or Competencies

• Professional experience in an office setting.
• Demonstrated ability to handle sensitive information with discretion while maintaining confidentiality.
• Excellent oral and written communication skills.
• Attention to detail with the ability to proofread, edit, and enhance written communications for clarity, accuracy, and tone.
• Proven ability to communicate professionally and effectively across multiple platforms, including social media posts, blog posts, press releases, portions of stewardship reports, donor letters of gratitude, etc.
• Excellent organizational abilities and able to work effectively in a fast-paced environment.
• Proven ability to multitask and manage multiple project timelines.
• Ability to provide solutions.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Proficiency in planning, organizing, and prioritizing multiple tasks.
• Extensive skills in project management, scheduling, research, and electronic record keeping.
• Collaboration skills.
• Professional and welcoming demeanor to serve as a first point of contact for the organization.

Additional Division Expectations:

• Through open, honest, and respectful communication, all staff, supervisors, and colleagues of the Division of Development & Alumni Relations are expected to interact with fairness, compassion, and decency. All employees will be held accountable for meeting the expectation of promoting a stable, productive, and healthy work environment.
• Adherence to CASE standards and commonly accepted industry standards relating to fundraising reporting is expected of all fundraisers. All fundraisers will be held accountable for meeting this expectation.

Physical Demands

• Work in a standard office environment
• Sit and work at a computer workstation for an extended amount of time
• Work using electronic mail, telephone, face-to-face discussions, paper form correspondence
• Communicate effectively in writing, speaking, and listening
• Organize and establish priorities; Remember detail; multi-task
• Lift and/or move up to pounds
• Walk, stand, stoop, lift, kneel, climb

Is driving a responsibility of this position? No Is this a Position of Trust? Yes Does this position have operation, access, or control of financial resources? No 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 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 Executive-Level Administrative Support – AVP

• Provide proactive, high-level administrative support to the Assistant Vice President and their teams, exercising discretion, confidentiality, and sound judgment.
• Manage complex calendars, prioritizing logistics, preparation, follow-up, meeting sequencing, and briefing materials.
• Plan, prepare, and execute internal and external meetings, donor/prospect meetings, and high-level campus visits, including agendas, briefings, technology setup, materials, and follow-up.
• Anticipate executive and team needs, streamline repeatable processes, and prepare materials to support efficient operations.
• Draft, proofread, and manage confidential communications for internal and external stakeholders.
• Coordinate all travel logistics, including transportation, lodging, forms, and reimbursements, ensuring compliance with university and foundation policies.
• Maintain accurate, confidential records and databases, prepare reports, manage files, and ensure data integrity in accordance with institutional standards.
• Collaborate with internal partners across campus and within Development and Alumni Relations to support coordinated initiatives, events, and communications.

Percentage of time Duties/Responsibilities Administrative Support – Gift & Estate Planning (GEP)

• Provide high-level administrative support, including reimbursements, budget monitoring, and coordination of procurement processes for state and foundation funding.
• Manage complex calendars, schedule meetings, and reserve rooms for internal and external team events.
• Handle comprehensive administrative tasks, including word processing, data entry, spreadsheet development, mail merges, and preparation of letters, reports, and presentations.
• Manage Heritage Society communications, including drafting letters, sending cards, and recording mailings in the Giving and Alumni Information Link (GAIL).
• Record and maintain donor interactions and correspondence in GAIL, including responses to mailers, emails, and phone inquiries.

Percentage of time Duties/Responsibilities Administrative Support – College Relations

• Provide high-level administrative support, including reimbursements, budget monitoring, and procurement coordination for state and foundation funding.
• Manage complex calendars, schedule meetings, and reserve rooms for team members, including recurring internal and external meetings.
• Assist two senior directors in communications to + school, college, and unit development directors (SCUDDs), typically via listserv; and provide support in preparation for 1:1 meetings with SCUDDs.
• Provide meeting support, including coordinating schedules for senior directors and the Research & Prospect Management team (quarterly); plan agendas, manage calendar invites, and handle logistics for SCUDD staff meetings (monthly); and coordinate logistics and prepare materials for retreats and leadership sessions (2–3 events per year).

Percentage of time Duties/Responsibilities Administrative Support – Principal Giving

• Provide high-level administrative support, including reimbursements, budget monitoring, and procurement coordination for state and foundation funding.
• Manage complex calendars, schedule meetings, and reserve rooms for team members, including recurring internal and external meetings.
• Coordinate scheduling for cross-campus prospect strategy meetings.
• Draft, proofread, and distribute confidential correspondence to internal and external stakeholders.
• Compile and deliver donor briefings and research information to support gift officers—particularly in time-sensitive or high-level engagement situations—drawing from GAIL and/or in coordination with Gift Accounting/UGA Foundation. This includes pledge and endowment balances, naming details, recent donor interactions, and giving history to support meetings involving senior leaders or trustees.

Percentage of time

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 Development & Alumni Relations’ Office of Talent Management Recruitment Contact Email dartalent@ Recruitment Contact Phone