United Way of Broward County fights for the Health, Education and Financial Prosperity of everyone in our community.
General Description: This position provides administrative support to the Chief Program Officer in a professional manner, maintaining organizational confidentiality and assisting the Chief Program Officer with general activities to ensure the smooth running of the overall Community Impact Department administration.
Primary Job Responsibilities & Duties:
1. Confidentially and tactfully provides all aspects of administrative support to the Chief Program Officer (CPO) including but not limited to managing calendar and schedule using judgment and thoughtful planning, including meeting details of location, directions, and appropriate backup, screening incoming call and correspondence and responds independently when possible.
2. Assures development and implementation of appropriate procedures for the effective and efficient tracking of all Community Impact Contracts, wok plans, and funded providers contact information tracking.
3. Assists with the planning and implementation of all meetings and trainings. Organizes, manages, and coordinates notification; preparation of materials, logistics and transcribing minutes, as requested.
4. Assists with the coordination of the Council on Accreditation (COA) process.
5. Assists CPO with the oversight of the system analyst team.
6. Organizes all aspects of the Community Impact Leadership Team meetings including but not limited to: meeting scheduling, logistics, printed/visual aids.
7. Maintains quality and accuracy of all Community Impact Leadership meetings and all Community Impact staff Meeting related records including preparing and sending agendas, meeting notices and meeting materials.
Other Job Duties:
• Proactively manages the CPO’s correspondence including drafting letters, securing pertinent information on request for support and information to permit a timely and accurate response from the Chief Program Officer.
• Handles CPO’s incoming and outgoing mail, screen incoming phone calls, conduct visitors to the CPO office and assist with follow through of requests.
• Manages all customer situations, respond promptly to customer needs.
• Makes arrangements for meetings. Sets up schedules, notifies members of meetings, arranges for special services, lunches, etc. as required. Responsible for processing, compiling and distributing reports and exhibits used in these meetings.
• Organizes, manages and coordinates notification, preparation of materials, logistics etc. for staff meetings.
• Composes responses to correspondence and inquiries that are routine or general.
• Orders and manages all office supplies within budgetary constraints.
• Makes travel arrangements as requested.
• Maintains confidentiality of all materials, and uses judgment and tact in dealing with internal and external inquiries.
• Assists with coordination of speakers, marketing materials, and outgoing communication regarding the Broward Behavioral Health Conference.
• Understands the United Way concept, mission, purpose, philosophy and background to handle routine calls from public in an effective and diplomatic way.
• Develops and maintains good working relationships with staff, board members, major donors, volunteers, agency representatives, and guests of the Chief Program Officer.
• Consistently demonstrates good telephone etiquette and courtesy.
• Plans and prioritizes work to meet scheduled deadlines; adjusts personal schedule to assure completion of tasks, assignments, etc.
• Works only under general supervision; uses discretion and judgment in the performance of daily duties.
• Exhibits leadership and initiative in work habits and adhering to UWBC policies.
• Performs other duties and assumes other responsibilities as assigned by the CPO.
• Due to the leadership role United Way is called upon to play in the community, particularly during times of crisis, it is the expectation that all United Way staff will be fully engaged in the organization's crisis plan and response efforts.
Education & Experience:
Bachelor’s degree with three years of experience in an Administrative Assistant position role in a professional office environment.
Knowledge of word processing equipment and computers with proficiency required in Microsoft Products like: MS Word, MS Excel, MS Power Point, and other related computer programs as needed.
Strong customer service skills and ability to multitask a must.
Typing skills, with a high degree of accuracy excellent spelling, punctuation and grammar skills; ability to proofread accurately. Excellent telephone presence and good organizational skills required.
Initiative, analytical ability, high interpersonal relations and the ability to effectively communicate.
Core Competency Requirements:
Excels at customer service – Serves (treats) all customers (internal and external) with utmost respect and responsiveness in order to deepen relationships and advance UWBC’s mission.
Drives for results – Has a passion for innovation and risk-taking, meets and exceeds qualitative and quantitative goals in a thoughtful and time-driven manner.
Commits to the organization – Has the responsibility for aligning one’s own behavior, leadership and commitment with the needs, priorities, goals and culture of UWBC.
Embraces diversity and inclusion – Creates an atmosphere that respects and embraces engagement of all people, ideas and backgrounds and aligns with United Way’s values.
Seizes learning – Able and willing to learn new skills and knowledge and accept new challenges to further United Way’s mission.
Manages multiple projects and tasks – Effectively manages time and resources to respond to emerging needs while continuing to deliver on organizational goals, objectives and timelines, and seeks help when needed in juggling priorities.
Personifies teamwork – Demonstrates good collaboration and communication to be effective in any team setting.
Environment & Physical Demands: The environment is climate controlled (i.e., heated and air-conditioned). Lighting is adequate through overhead lighting as well as windows and blinds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical demands include sitting and/or standing for extended periods of time, bending, lifting approximately 25 pounds, regular use of the telephone, copier, fax and computer, and occasionally driving the United Way vehicle. Demands also involve protracted concentration.