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Administrative Coordinator

Augusta, ME

Relocation expenses: Not paid

Associate
Full time
3 - 5 years of experience
High School Diploma
$31,000 to $40,000 per year

Published on 24 Nov 2021

Expires on 19 Dec 2021

Administrative Coordinator

ORGANIZATION OVERVIEW

United Way of Kennebec Valley is a nonprofit organization serving the towns of Kennebec County, Maine. United Way partners with 45+ local programs to unite all people and resources to improve lives in our community. We have a staff of five dedicated and experienced employees helping us fulfill our mission, and we welcome you to apply to be part of our team.

POSITION OBJECTIVE

To help United Way of Kennebec Valley (UWKV) improve people’s lives by assisting with the execution of UWKV’s annual campaign, managing the CRM donor management software, preparing for resource development efforts, and providing general administrative and technology support to the Executive Director and other staff and volunteers as needed.

RESPONSIBILITIES

CRM Management & Campaign Support

  • Manage UWKV’s new CRM donor management software to:
  • Coordinate and prepare campaign solicitation materials
  • Enter all pledges and payments and produce acknowledgments daily during campaign season
  • Produce regular campaign reports and additional datasets as needed
  • Maintain communication logs
  • Utilize all relevant software features in order to improve donor relations
  • Become fully trained and knowledgeable in the new system and support other staff
  • Support donor engagement efforts, including mailing postcards to new donors, organizing handwritten thank-you notes, etc.
  • Coordinate logistics for UWKV’s annual community investment process, including recruiting, communicating with and convening 30-40 volunteers; overseeing a new virtual grant management platform; communicating with nonprofit partner programs; planning volunteer orientation; and scheduling meetings and presentations
  • Assist with the logistics of all campaign events and special events
  • Conduct regular inventory and replenishment of campaign materials
  • Perform a variety of additional tasks related to the annual cycle of campaign activities

Administration & Support

  • Provide administrative and technological support to the Executive Director (e.g., Zoom scheduling, calendar invitations, Doodle polls, preparing materials, committee coordination)
  • Coordinate Board and select committee meetings through preparation and distribution of meeting materials, management of attendance, and coordination of meeting location, equipment, and materials. Attend meetings; record, prepare, and distribute minutes
  • Answer telephone, route calls, greet visitors, and provide information and targeted resource connection as needed
  • Track UWKV’s internal policies and their review schedule
  • Serve as UWKV’s primary representative on several resource-based community task forces
  • Process incoming/outgoing mail and record cash/check receipts · Maintain general office organization and equipment; monitor and purchase office supplies
  • Provide support to other staff, nonprofit partner programs and committees as needed
  • Maintain strict privacy and confidentiality of sensitive information
  • Fulfill other duties and special projects assigned by the Executive Director

REQUIRED SKILLS

  • Strong database management skills, including an understanding of Customer Relationship Management (CRM) systems (e.g., Salesforce)
  • Very experienced in Microsoft Office 365 (Outlook, Word, Excel, Powerpoint, Sharepoint)
  • Expertise with a variety of online platforms, including Zoom, Dropbox, Google Drive, Doodle, SurveyMonkey, and Adobe Acrobat DC
  • Excellent customer service and problem-solving skills
  • Ability to multi-task, organize, plan, and have a sense of urgency with deadlines
  • Attention to detail
  • Team player who has ability to work with diverse personalities
  • Courteous, pleasant and professional manner, both in person and on the telephone
  • Flexible to meet changing needs and comfortable handling multiple priorities calmly in a fast-paced office environment
  • Fluent in the English language, both oral and written
  • Understanding of and commitment to the mission of United Way is essential
  • Proof and maintenance of a valid Driver’s License, vehicle insurance, and reliable transportation

WORK EXPERIENCE AND/OR EDUCATION

  • High school diploma with three to five years office/administrative management experience; associate or bachelor’s degree preferred
  • Prior experience working with nonprofit organizations preferred

PHYSICAL REQUIREMENTS

  • Sedentary position 90% of the time
  • Keyboarding/typing
  • Occasional light to moderate lifting (less than 25 pounds)
  • Ability to set up and break down meeting sites or presentations

WORK ENVIRONMENT

While performing the duties of this job, the employee is frequently exposed to normal office work environment conditions. Internally controlled working environment with little or no hazardous conditions (e.g., fumes, toxic or caustic chemicals, extreme heat/cold conditions, vibrations, and/or airborne particles) in normal work location. The noise level in the work environment is usually quiet to moderate. Participation in early morning, evening and weekend meetings and events is required. The employee will frequently be required to utilize own transportation to travel throughout the Kennebec Valley region to visit with stakeholders. The employee will also be required to occasionally attend meetings and events out of the area.

COMMITMENT TO DIVERSITY, EQUITY AND INCLUSION

United Way of Kennebec Valley is an equal opportunity employer. UWKV is committed to seeking and sustaining a culturally and ethnically diverse environment and to the principles that promote inclusive practices.