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2-1-1 Administrative Assistant

Salt Lake City, UT

Relocation expenses: Not paid

Entry Level
Full time
1 - 2 years of experience
High School Diploma
Associate Degree
$31,000 to $40,000 per year

Published on 20 Jul 2017

Expires on 20 Jul 2017

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2-1-1 Administrative Assistant

ORGANIZATION SUMMARY

United Way of Salt Lake (UWSL) is bringing together powerful partnerships to build lasting social change in our community. We envision an inclusive community where all people achieve their human potential. Our workplace is fast-paced, progressive, innovative, friendly, and adaptive. At UWSL we believe in celebrating success, learning from failure, and setting ambitious goals. And, the work we are doing in our community is creating change that will last for years to come. Our wages are competitive, the benefits package is comprehensive, and perks like flexible schedules and staff parties make every day unique. We have also been named one of Utah Business's Best Places to work, three years running.

POSITION SUMMARY
The 2-1-1 Administrative Assistant will provide administrative support to the 2-1-1 Director and the 2-1-1 managers including the Operations Manager, Database Administrator, and Partnership Development Manager. This role will manage and facilitate departmental administrative processes and communication, as well as support and assist with departmental meetings, culture, and technology; will anticipate and coordinate efforts as needed with other departments and community partners to align resources and efforts including reporting.  

ESSENTIAL FUNCTIONS

  1. Provide support and assistance to the 2-1-1 Director

    1. Manage complex calendars, schedule internal and external meetings, prepare documents, and respond to inquiries

    2. Ensure 2-1-1 Director is informed and prepared

  1. Assist in the execution of department and committee meetings

    1. Planning, scheduling, material preparation, recording minutes, preparing summaries, reports, and spreadsheets

    2. Meeting set-up and tear-down; follow-up communications and record keeping

  2. Facilitate department administrative processes and operations

    1. Training, communication tools, file storage, and file management to ensure accurate information storage and maintenance of records, files, and rosters

  3. Coordinate department onboarding processes for new staff

    1. Welcoming, technology, systems and processes, scheduling onboarding meetings, and continuous improvement of onboarding procedures

  4. Complete reports from software tools as assigned to help support accountability and continuous improvement

  5. Coordinate interdepartmental communications to ensure support, alignment and final execution of requests and projects

  6. Coordinate departmental celebrations, recognitions, and other opportunities to support department morale and culture

  7. Coordinate conference-related travel and accommodations for department staff and partners

  8. Facilitate the completion of, and properly organize important contracts, MOU’s, invoices and other documents

  9. Maintain department outreach materials including ordering, organization, and dissemination of print and other tangible materials

  10. Take responsibility for the ongoing development and upkeep of the Asana Irving Wiki tool to keep information that is applicable to 2-1-1 work, but not housed in the database.

  11. Respond to walk-in and social media inquiries

  12. Coordinate with other Administrative Assistants in UWSL.

  13. Perform other duties as assigned by the VPs of Collective Impact
     

REQUIRED COMPETENCIES

  • Balances managing relationships with achieving results

  • Thanks with an innovative mindset

  • Continuously improves processes, position, and outcomes in this specific role

  • Integrity: Maintain positive work relationships; Follows through on commitments; Owns mistakes and seeks to learn

  • Accountability: Complete tasks in a timely manner; Organized; Acts with clear sense of ownership; Holds others accountable

  • Communication: Uses effective verbal and nonverbal habits to clearly express ideas; Seeks to understand other perspectives; Uses data to be persuasive

  • Action-oriented: Proactive; Experience identifying and addressing department, supervisor, and staff needs

QUALIFICATIONS

  • High School diploma with 3 years of relevant work experience, OR

  • Associate's degree and one year of relevant work experience

  • Proficient with Microsoft and Google suites

PHYSICAL REQUIREMENTS

The employee is regularly required to communicate clearly and exchange accurate information interpersonally or through communication devices. Must be able to learn new systems and procedures; prepare and analyze data and figures; constantly operate a computer and other standard office machinery. The position requires occasional movement throughout the office to access files, papers, or move supplies weighing up to 25lbs. Must be able to remain in a stationary position 75% of the time.      

BENEFITS

This is a 32 to 40 hour, full-time non-exempt position wage commensurate with experience.

APPLY

Please visit https://uw.org/about/careers/ to apply for our current openings. A complete application will include a resume and cover letter. You may contact jobs@uw.org if you have any questions regarding employment opportunities.