DAR Office Manager

Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education (https://www.uga.edu/). The proof is in our more than 235 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 formed School of Medicine.

The University of Georgia College of Veterinary Medicine, founded in 1946, is dedicated to training future veterinarians, providing services to animal owners and veterinarians, and conducting investigations to improve the health of animals as well as people. The college benefits pets and their owners, food-producing animals, and wildlife by offering the highest quality hospital and diagnostic laboratory services. Equipped with the most technologically advanced facilities located on a university campus, the college is dedicated to safeguarding public health by studying emerging infectious diseases that affect both animal and human health.

The College of Veterinary Medicine values all members of the university community, recognizing that differences in experience and culture can only lead to a more well-rounded, accepting academic environment as embodied in our Principles of Community.

8:00 am - 5:00 pm
Monday - Friday
Some evening and weekend work as needed.

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).

The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as 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 8.2.18.1.2 and can be found online at 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 found online at https://www.usg.edu/policymanual/section6/C2653.

Requires are least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

This position plays a critical role in the success of Development and Alumni Relations ( DAR) for the University of Georgia's College of Veterinary Medicine ( CVM). Reporting to the Senior Director of Development, the role directs daily operations of the CVM DAR office, with a focus on improving internal workflows, implementing procedures, and supporting organizational goals while ensuring efficient coordination across the team. In addition, this position also serves as the office/clerical lead and a central liaison between the CVM DAR and the UGA Office of Business Engagement offices, performing routine administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining both paper and electronic records, providing written and verbal communication to internal and external partners, and preparing detailed proposals, reports, presentations, and materials to support meetings and external engagements.

This role also oversees key strategic initiatives such as the Gift-in-Kind ( GIK) and Pet Memorial programs. The position manages staff functions and may supervise student employees or administrative team members, ensuring adherence to standards and deadlines, and participating in recruitment, evaluation, and personnel actions as needed.

Due to the high visibility of the DAR team, frequent travel by team members, and the complex scheduling demands of the Senior Director, this position will operate with a high degree of professionalism, independent judgment, and organizational foresight.

1. Normal office environment
2. Speak and listen effectively via telephone and in person.
3. Operate a motor vehicle for frequent local travel (travel in and out of state and have the flexibility to work some nights and weekends).
4. Remember to organize and consistently focus on a large amount of detail and come to appropriate conclusions.
5. Consistently manage multiple priorities and adapt to change requests.
6. Lift and carry up to 20 pounds, both assisted and unassisted.

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.

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.

Senior Director Administration and Coordination

* Prioritize, coordinate, manage and track the Senior Director's calendar and daily schedule upholding a strict level of confidentiality on highly sensitive matters.
* Provide written correspondence as directed by the Senior Director to include, but not limited to: gift acknowledgements, letters to the President, Dean and other senior administration, and donor-facing letters.
* Draft Fund Agreements and proposals directed by the Senior Director of Development
* Provide itineraries, donor bios and other relevant information for internal and external meetings.
* Coordinate and manage the Senior Director's travel arrangements for all business-related travel for donor visits, conferences, events, etc. Brief the Senior Director on all travel plans and provide him/her with a detailed travel itinerary prior to all trips.
* Process travel reimbursements & office expenses for the Senior Director in a timely fashion. Ensure all expenses meet UGA guidelines. Create expense reports, payment requests, and UGA foundation check requests for all expenses.

Operations Management

* Identify opportunities to streamline and implement processes to improve team efficiency, including but not limited to the internal budget, CVM check request process, and meeting schedules.
* Implement and manage an internal budget for the office, regularly analyzing financial data and providing budget updates to the Senior Director.
* Manage and maintain the check request process for the College of Veterinary Medicine, providing pertinent updates to the Senior Director.
* Schedule and manage Senior Director and Development Officer RPM Meetings, internal 1:1's, team huddles and additional internal/external meetings. Prepare & distribute detailed itineraries in advance of meetings along with detailed meeting minutes, when applicable.
* Process all gift deposits.
* Conduct searches and gather data from fundraising database, gift reports, and other sources.
* Manage the CVM DAR team's general email account(s), ensuring timely and accurate responses to inquiries.
* Coordinate logistics for team retreats, including budgeting, catering, venue selection, and other arrangements.
* Manage CVM DAR team reimbursements and travel authorities on a case by case basis.
* Manage office material needs inclusive of, but not limited to: office supplies, computers, printers, furniture, Department Parking (DP) passes.
* Secure and oversee conference room bookings for the Senior Director and CVM DAR team, maintaining detailed records of all reservations.
* Answer phones, provide information to callers, take messages, and transfer calls to appropriate individuals.
* Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or statistical reports.
* Maintain paper or electronic filing systems, recording information, updating documents, and managing attendance records and correspondence.
* Ensure that compliance procedures are followed in work and document preparation.

Corporate Engagement

* Manage, implement and streamline communication process between the CVM DAR and UGA's Office of Business Engagement ( OBE) teams. Determine and document correct point of contacts ( POC) from the teams mentioned along with POC's at various industry partners. Regularly update changes and communicate with all necessary parties.
* Schedule regularly scheduled meetings with OBE and CVM DAR team to discuss updates.
* Develop and execute unique, high-touch campus experiences for industry prospects, corporate executives, and visitors, including creating and distributing agendas, coordinate parking, managing catering logistics, and assisting with communication to all constituents.
* Manage & communicate schedule of all upcoming industry partner meetings and share with CVM Hospital Director, select administration, & select CVM DAR & OBE team members.
* Plan and coordinate industry engagement workshops for faculty as needed.
* Support unit-based industry conferences, symposia, and events when OBE is involved.

Gift-in-Kind and Pet Memorial Program

* Manage Gift in Kind Program ( GIK). Solicit, document & close all GIK gifts.
* Manage and ensure timely responses for all CVM Pet Memorial Program gift processing, website, donor inquiries, and acknowledgements.
* Document all activities in the customer relationship management ( CRM) system. Maintain clear, accurate, concise, and proper documentation.

Other duties as assigned

* The normal work day is 8:00 am until 5:00 pm Monday through Friday. However, this role may require some travel, night, and weekend duties in fulfillment of the responsibilities of the position. Additional duties will be required on Alumni Weekend, Dean's Tailgate, and at other special events which frequently fall on nights and/or weekends.
* Attend meetings and events as appropriate: including periodic Development & Alumni Relations meetings and representing College of Veterinary Medicine as needed at external events.
* Supports the rest of the CVM Development & Alumni Relations team through furthering annual giving efforts, executing engagement initiatives, and fulfilling donor relations best practices.
* Participate in and contribute to office planning exercises, professional development events, team meetings, retreats, and other activities that build team culture and capabilities.
* Other duties as assigned in line with this job description.