Summary of Job: This position will provide support to all departmental staff and volunteers essential to the efficient operation of the organization. Open & Closes the building each day, answers the phone and routes calls to the proper department. Helps maintaining databases used by the departments. Supports by coordinating meetings and conversations, preparing materials, and ensuring proper set-up of necessary equipment. Supports overall work of the organization and operational functions to ensure accuracy, consistency, and additional capacity.
Reporting Relationships: Senior Director of Finance and Operations
Work Schedule: Monday-Thursday 7:45AM to 4:45PM - Friday, 8:00Am to Noon
Must be able to work a flexible schedule, which may include early mornings, evenings, and weekends.
Other Key Relationships:
External: Community volunteers, community members, grantees, donors
Internal: ALL staff
Purpose of Position: To support the needs of departmental staff and volunteers essential to the efficient operation of the organization.
Essential Functions: Provide administrative support to all departments
- Serve as the primary for opening and closing of the building and maintaining the visitor’s log.
- Serves as the primary in answering the phone and directing the caller to the proper staff member or taking a message.
- Develop and maintain organized files of correspondence, reports, account files and other activities pertaining to volunteers and organizational projects.
- Prepare materials for mailings to include list management, merging letters and other materials, collating, stuffing, and mailing. This includes the annual campaign packets, statements, tax receipts and thank you letters for donors.
- Provide support as needed for special events both prior to the event and on-site for the event with invitations, reservations, attendance, and other duties as assigned. Including Community Resource Fairs.
- Coordinate and maintain the Speakers Bureau schedule
- Provide administrative support for ALL volunteer committee meetings excluding Executive Board and Board Meetings, assuming responsibility for attendance, room reservations, refreshments, assist in creating and distributing agenda and supplemental documentation.
- Collaboration with Organizational staff:
- Assist in establishing and implementing work-flow priorities to increase efficiency in meeting departmental objectives and work quality.
- Support to United Way 211 through research and identify new and existing community resources for inclusion in the 211-resource directory. Verify and update resource information in iCarol. Assist with development/revision of 211 database policies and manual. Compile 211 data reports monthly and as requested.
Additional Job Functions: Although not Essential Job Functions, employee may also be responsible for the following from time to time:
Serve on ad hoc committees as required. Maintain general working knowledge of software systems. Perform other duties as assigned.
To perform the job successfully, the employee should demonstrate the following competencies to perform the essential functions of this position:
Mission-Focused: Catalyze others’ commitment to mission to create social change that leads to better lives and healthier communities. This drives their performance and professional motivations.
Relationship-Oriented: Understands that people come before process and is astute in cultivating and managing relationships toward a common goal.
Collaborator: understands the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.
Results-Driven: Dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
Brand Steward: Steward of the brand and understands his/her role in growing and protecting the reputation and results of the greater network.
Effective and Engaging Communicator: effective and passionate communicator with ability to articulate the CAUW message in a way that inspires others to act in service to the organization and community.
- High school diploma with prior demonstrated administrative success, bachelor’s degree referred. 1-3 years administrative experience.
- Exceptional skills with Microsoft Windows and Microsoft Office: Word, Excel, Access, PowerPoint.
- Demonstrated experience working with a database, extrapolating data, running reports, and manipulating reports.
- Excellent verbal and written skills required.
- Strong organizational and interpersonal skills required.
- Possess and maintain a valid driver license with automobile insurance .
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; balance; stoop, kneel, crouch or crawl; talk or hear; The employee must occasionally lift or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.