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211 Administrative Coordinator

Salt Lake City, UT

Relocation expenses: Not paid

Associate
Full time
1 - 2 years of experience
High School Diploma
$41,000 to $50,000 per year

Published on 3 Sep 2022

Expires on 3 Sep 2022

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211 Administrative Coordinator

ORGANIZATION SUMMARY 

United Way of Salt Lake’s (UWSL) mission is to build powerful partnerships that achieve lasting social change. We implement data-driven, equitable practices to eliminate barriers to success, and create opportunities and solutions that assist people to achieve their goals, dreams, and human potential. Our workplace is fast-paced, progressive, innovative, friendly, and adaptive; our core values are: Relationships, Results, Equity Mindset, and Continuous Improvement. At UWSL we believe in celebrating success, learning from failure, and setting ambitious goals. We offer competitive compensation including a comprehensive benefit package, generous paid time off, and flexible schedules. People with diverse backgrounds, experiences, abilities, and perspectives are encouraged to apply. 

 

POSITION SUMMARY
The 211 Administrative Coordinator will provide administrative support to the 211 Managing Director and other 211 leadership as well as the department. This role will manage and facilitate departmental administrative processes and communication, as well as support and assist with departmental meetings, culture, programs 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 211 Managing Director and 211 Senior Director  
  • Manage complex calendars, schedule internal and external meetings for each of the 211 leads as requested, prepare documents, and respond to inquiries  
  • Ensure the 211 Managing Director is informed and prepared for meetings 
  • Draft talking points for meetings and draft PowerPoint presentations 
  • Coordinate quarterly reports from grantors and write narratives with support of the 211 Managing Director and 211 Senior Director 

2.   Assist in the execution of department and committee meetings 

  • Planning, scheduling, material preparation, recording minutes, preparing summaries, reports, and spreadsheets 
  • Meeting set-up and tear-down; follow-up communications, assign action items and record keeping 
  • Manage the processes for the 211 Steering Council through email, SharePoint and in Salesforce 
  • Draft a quarterly standardized report to share with steering council members 

3.   Facilitate department administrative processes and operations 

  • Track training, communication tools, file storage, and file management to ensure accurate information storage and maintenance of records, files, and rosters 
  • Track disaster response in Salesforce 
  • Track AIRS certification for the UWSL team members and prompt team members to recertify or assist with certification applications 
  • Order and organize supplies and monitor budget usage 
  • Coordinate with the 211 outreach team to determine if any support is needed in ordering and coordinating supplies 
  • Submit receipts through Blackbaud for the 211 Managing Director and submit invoices for the department as a whole 
  • Prompt yearly signing of policies and procedures by working with HR 
  • Draft working documents for numerous projects 

4.  Coordinate department onboarding processes for new staff 

  • Welcoming, technology, systems and processes, scheduling onboarding meetings (as requested by the leads), and continuous improvement of onboarding procedures 

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

  • Reports are related to contracts/grants, specific coverage areas, etc. 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 

  • Including, but not limited to, birthday cards, baby showers, retreats, sympathy, etc. 
  • Schedule and coordinate yearly statewide retreats 

7.  Coordinate conference related travel and accommodation for department staff and partners 

  • Including registration for conferences and training 

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

  • Track contracts using Salesforce and assist the Grants Director as needed with reporting, applications, prospecting, etc.  
  • Prospecting grants that could be applicable to Utah 211 
  • Compile documents for audits related to contracts and grants 

9.  Respond to walk-in, email, and social media inquiries as needed  

10.  Perform other duties as assigned 

 

BENEFITS 

This is a 40-hour, full-time non-exempt position with benefits. $43,000 – 58,000. Wage commensurate with experience. 

 

 REQUIRED COMPETENCIES 

  • Balances managing relationships with achieving results 
  • Proactive; Experience identifying and addressing department, supervisor, and staff needs 
  • Seeks out opportunities to reflect, “fail forward,” seek input from others, and improve. Continuously improves processes, position, and outcomes in this specific role 
  • Maintain positive work relationships; Follows through on commitments; Owns mistakes and seeks learning 
  • Complete tasks in timely manner; Organized; Acts with clear sense of ownership; Holds others accountable 
  • Uses effective verbal and nonverbal habits to clearly express ideas; Seeks to understand other perspectives; Uses data to be persuasive 

 

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.