The Office Manager in the Office of Special Events is responsible for coordinating and managing the administrative activities of the office and providing administrative support to members of the Special Events staff. This position processes invoices and payments, manages office leases and contracts, supports human resources activities, orders supplies, maintains office inventories and assets, and assists with budget-related functions.
This position interacts with a variety of external callers, visitors, and internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a varied workload while managing multiple responsibilities and deadlines. This position is essential to the mission of the department by providing excellent customer service to constituents and supporting the operation of a highly organized and productive unit.
Special Instructions to Applicants
- 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.
Minimum Qualifications
High school diploma or equivalent and 5 years of related experience
Preferred Qualifications
- 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.
Knowledge, Skills, Abilities and/or Competencies
- 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
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 are expected of all fundraisers. All fundraisers will be held accountable for meeting this expectation.
Physical Demands
- 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
Duties/Responsibilities
(50%) Budgeting/Purchasing/Travel Processing
- 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.
(40%) Oversight of Management of Office
- 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.
(10%) Other
- 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.
About the University of Georgia
Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state’s flagship university (https://www.uga.edu/). The proof is in our more than 240 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University’s main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,100 faculty and more than 7,700 full-time staff. The University’s enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly established School of Medicine.
About the Division of Development and Alumni Relations
The Division of Development and Alumni Relations at the University of Georgia advances the goals, objectives, and priorities of the university by generating private financial support, building and maintaining relationships with alumni and donors, and assisting students with career development opportunities.
About the Office of Special Events
The mission of the Office of Special Events (OSE) is to design, develop and manage special events that showcase the University of Georgia’s excellence and promote advocacy and support for its programs.
EEO Policy 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, or 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).
USG Core Values Statement
The University System of Georgia is comprised of our 25 institutions of higher education and learning, as well the System Office. Our 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. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 08.02.18.01.02.
Additionally, USG supports Freedom of Expression as stated in Board Policy 06.05 Freedom of Expression and Academic Freedom.