Office Manager

• This position is structured as a permanent position within the Division of Development & Alumni Relations. We are unable to sponsor a work visa for this position.
• This position requires occasional work outside the normal 8:00am to 5:00pm schedule to support the office's largest events, which are typically held three to five times per year. Event-related responsibilities may include early mornings, evenings, or extended hours as needed as determined by the supervisor.

High school diploma or equivalent and 5 years of related experience

• Working knowledge of UGA policies and procedures and/ or UGA Foundation policies and procedures a plus.
• Progressively responsible experience working in a fast-paced environment.
• Experience working in a fundraising gift database.
• Experience working in a financial accounting system.

• Professional experience in an office setting
• Excellent verbal and written communication skills and the ability to deal effectively and professionally with a variety of people at all levels of management
• Excellent organizational abilities and ability to work effectively in a fast-paced environment
• Proficiency in planning and prioritizing
• Ability to provide solutions
• Proficiency in Microsoft Word, Excel, and Outlook
• Project management, scheduling, research, and electronic record keeping skills
• Collaboration skills

• 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 are expected of all fundraisers. All fundraisers will be held accountable for meeting this expectation.

• Sit and work in a standard office environment or vehicle for extended periods of time
• Hold a valid driver's license
• Driving as needed to perform job duties
• Sit and work at a computer workstation for extended periods 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 30 pounds
• Walk, stand, stoop, lift, kneel, climb

• Support office with business and financial needs.
• Prepare and monitor purchase and payment requests from both state and foundation funding sources. Procurement duties such as state requisition/purchase order creation and follow-up is involved. This also includes ordering office supplies and office equipment. UGA and UGAF systems are used.
• Submit contracts as needed in the appropriate systems.
• Prepare, process, and monitor expense reimbursement forms to include travel and entertainment reimbursements.
• Assist team members with car rentals and hotel and airline travel arrangements.
• Office liaison to the Division of Development and Alumni Relations' (DAR) Central Budget Office.
• Manage office accounts, leases, and contracts for equipment, storage units, etc.
• Compile budgets and work with Executive Director and Director on annual budget development.

• Open and close the office.
• Provide administrative support for office leadership and event managers.
• Facilitate and monitor completion of office work orders and projects.
• Manage staff meeting agendas for the weekly meeting.
• Take meeting minutes and distribute to appropriate parties.
• Manage office correspondence as needed.
• Prepare and update calendars that are used for events, Wray-Nicholson staff, and unit communication. These calendars are constantly updated and sent out to appropriate constituents monthly.
• Assist with the office's human resources as needed with the department's leadership team.
• Manage and maintain the inventory of office assets, equipment, and general supplies. At times, this may include taking the department motor vehicles to be serviced or repaired.
• Assist in managing the inventory of event materials.
• Liaison to the DAR IT unit.
• Phone Services representative.

• Assist with event production and logistical support as needed, including preparing event materials, managing invitations and nametags, transporting supplies, and delivering event-related items to support successful event execution.
• Staff large events.
• Special projects as assigned.