Administrative Support Specialist (FID)

Position Summary

The Administrative Support Specialist (First Impressions Desk (FID)) reports directly to the Associate Vice President, Human Resources. This role serves as first point of contact for internal and external partners, demonstrating professionalism, attention to detail and strong customer service skills. The Administrative Support Specialist provides skilled project and administrative support to the Human Resources Department and other divisions including Operations, Finance, and IT.

United Way offers competitive wages and a generous benefits packet with employer contributions for full time employees including medical, dental, 401K, HRA, PTO, 13 paid holidays, and opportunities for educational and professional development. For more information about our organization, see www.unitedwaytucson.org

All United Way of Tucson and Southern Arizona (UWTSA) programs and strategies work toward eliminating racial, ethnic, and socio-economic disparities for an educated, thriving, and equitable community.

Starting Wage: $22/hr. ($45,760 annually)

Duties and Responsibilities:

First Impressions Desk (FID)

• Respond to incoming calls and inquiries.
• Oversee front desk reception area including greeting and directing guest, monitoring the visitor log and issuing visitor badges.
• Provide ongoing customer service to internal and external partners.
• Assist with managing the San Miguel interns and coordinate their work schedule with other departments to maximize their experience at UWTSA.
• Train designated staff in receptionist relief duties and protocols.
• Support external and internal meetings as necessary.

Administrative Support

• Prepare and maintain employee files.
• Order badges, business cards, and name plates for new employees.
• Maintain office supplies and place orders as needed.
• Manager delivers from FEDX, UPS, etc.as needed.
• Research and prepare reports, presentations, letters, memoranda, and other informational materials as directed.
• Assist in supporting events planned and hosted by UWTSA as needed.
• Perform duties in accordance with United Way policies and procedures such as attending staff meetings, completing accurate and timely timesheets and expense reports, fax documents, data entry and track RSVPs, as assigned.
• Assist other staff on work overload as schedule permits.
• Perform other duties as needed.

Qualifications, Skills, and Abilities:

• Associate’s Degree in business, office administration or related field and/or 3-4 years increasingly responsible office support, or equivalent combination of education/experience.
• Excellent written/verbal communication skills, including clear, concise, and accurate written documents, grammar, spelling, and selection/organization of appropriate presentation method/vehicle.
• Demonstrated customer service, problem solving, time management, and organizational skills.
• Demonstrated skills using Windows-based software, including Internet browsers, e-mail, word processing, spreadsheet, database, presentation, and graphics software, to generate meaningful and comprehensive documents, materials and presentations.
• Ability to establish and maintain effective working relationships with all levels of United Way staff as well as diverse volunteers, donors, community partners, vendors and other constituents.
• Demonstrated ability to tactfully handle stressful situations, negotiate and resolve conflicts, maintain confidentiality and to respect and observe organizational protocol.
• Demonstrated ability to maintain a flexible work style and adjust if needed.
• Ability to maintain composure under high-volume conditions.
• Ability to take direction and observe organizational policies and procedures.
• Ability to work regular business hours as established; 8:00 a.m. through 5:00 p.m. Monday through Friday. May be asked to work outside this time frame if needed for special events. A remote or hybrid schedule may be available based on business needs.
• Must possess a valid driver’s license, current auto insurance and be able to lift up to 25 pounds.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified in this position.

POLICY STATEMENT

The United Way of Tucson and Southern Arizona is an equal opportunity employer. We champion diversity, equity, and inclusion. We take action to ensure equal opportunity and all candidates are considered without regard to race, color, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, physical or mental disability, veteran status, or any other legally protected status.