Community Impact Administrative Assistant

Job Title: Community Impact Administrative Assistant

Department: Community Impact 

Reports to: Chief Impact Officer 

Exempt: Full-time, Non-exempt, Hourly 

ORGANIZATION:    
Headquartered in Albuquerque, United Way of North Central New Mexico (UWNCNM) serves the people of five counties:  Bernalillo, Sandoval, Santa Fe, Torrance, and Valencia. Our mission is connecting people to opportunities and services to equitably improve lives and strengthen communities. 

    UWNCNM brings together donors, businesses, nonprofits, government, and others to create better solutions to our community’s challenges. Our programs and donor dollars ensure that individuals and families in central New Mexico have the opportunity to achieve potential through education, that they are healthy and safe, are financially stable and live life with dignity.  

 In addition, UWNCNM has a strong commitment to Diversity, Equity and Inclusion and upholds the following values:     
  

• We value the visible and invisible qualities that make you who you are.  
• We welcome that every person brings a unique perspective and experience to advance our mission and progress our fight for the health, education, and financial stability of every person in every community.  
• We believe that each United Way community member, donor, volunteer, advocate, and  
• employee must have equal access to solving community problems.  
• We strive to include diversity, equity, and inclusion practices at the center of our daily  
• work.  

 We commit to using these practices for our business and our communities.  

 PURPOSE: 

The Community Impact Administrative Assistant provides a wide range of support, including administrative and scheduling for the Chief Impact Officer, and assisting the Community Impact team. This support facilitates the efficient operation of the organization through coordination and assistance with work and logistical support for meetings and events. The CI Administrative Assistant collaborates with the UWNCNM administrative team, maintains communication systems and knowledge-shares with the Community Impact team. The CI Administrative Assistant works in a team environment, with minimal supervision, to produce high quality work and provide excellent service through a strong ability to build and maintain collaborative and productive working relationships with partners and key stakeholders.  

   ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:  

 Coordination and assistance with work 

• Provide scheduling and other day-to-day administrative support to the Chief Impact Officer.  
• Provide support, including creating documents, sending mailings and other correspondence, managing electronic and paper filing systems, copying, printing, ordering supplies, and many other administrative support duties. 
• Provide occasional assistance across other departments to increase coordination. 
• Participate in administrative cross-training and other team functions. 

IMPACT TEAM SUPPORT:

• Provide administrative support to the Impact team. 
• Prepare and distribute correspondence, reports, and presentations as assigned. 
• Assist in project management tasks, including organizing documents, tracking progress, coordinating meetings for projects, follow-up on action items to ensure timely completion. 

 LOGISTICAL SUPPORT OF MEETINGS AND EVENTS 

• Record and distribute minutes for volunteer and staff meetings as needed. 
• Provide logistical support for meetings and events specific to Community Impact (i.e., Vision Council meetings, staff planning and retreat days)  
• Book travel and hotel accommodations for Impact team members attending conferences. 
• Manage registration for large events: sign-in sheets, name tags, table tents and meals.  
• Event planning including tracking essential event details, negotiating budgets for events, contracting with vendors, caterers, and venues.  
• Leading an event set-up and clean-up crew.  
• Research vendors and venues to provide cost savings measures for services, supplies, and events.  
• Support staff in any other tasks as assigned, including UWNCNM events.  

 GENERAL: 

• Participate actively in fund raising initiatives by coordinating donor and stakeholder communications, supporting event planning, contributing to UWNCNM's shared goal of engaging all staff as fund raisers to support our mission and initiatives.  
• Attend all staff meetings, trainings, and other meetings and trainings as required or assigned.  
• Take meeting notes as assigned and transcribe minutes as needed. 
• Performs other duties and special projects, as assigned.  

 MINIMUM REQUIREMENTS - SKILLS, ABILITIES, KNOWLEDGE, EDUCATION AND EXPERIENCE: 

• Post-secondary certificate or degree in a relevant field or at least two years of experience working in an administrative role.  
• Excellent customer service skills. 
• Demonstrated organizational skills. 
• Detail-oriented with a minimum number of errors.  
• Ability and willingness to learn other software programs, as necessary. 
• Excellent Communication Skills: Proficient in both oral and written communication with the ability to effectively interact with individuals at all levels. 
• General technological proficiency, especially in the use of word processing, databases, online platforms, computer systems, AI, and scheduling software. Specific proficiency with technology including multiple videoconferencing software platforms (such as Zoom, Microsoft Teams, etc.) and Microsoft Office Suite including Word, Outlook, Excel and PowerPoint.   
• Basic understanding of accounting codes and budget line items in order to process reimbursement and expense reports.  
• Ability to facilitate a work group meeting. 
• Self-Motivated and Team-Oriented: Demonstrated ability to work independently or as part of a team with minimal supervision. Motivated and enthusiastic with a positive attitude towards collaborative work. 
• Data Management and Analysis: Proficient in using computers to manage data, compose reports, interpret computer-generated reports, and analyze data.  
• Project management skills: Ability to manage multiple projects/tasks simultaneously, track project results, and effectively prioritize tasks to meet deadlines. 
• Adaptability and flexibility: Highly organized with the flexibility to respond to and meet emerging or changing needs and unexpected requests. 
• Professionalism: Demonstrates professionalism in conduct and communication with colleagues and clients, and ability to represent the CIO in a highly professional manner with a diverse group of individuals, both internally and externally. 
• Time Management: Effective time management skills with the ability to prioritize tasks and meet deadlines. 
• Innovative Thinking: Actively participates in teams, offers ideas to enhance organizational processes, and commits to the values of the organization. 
• Confidentiality: Ability to maintain the highest level of confidentiality while handling sensitive material concerning the organization. 
• Demonstrate a solid ethical framework, exhibiting integrity, accountability, and a strong work ethic that aligns with the organization's values of integrity and trust. 
• Proficient in internet navigation and online research using modern web browsers to gather, verify, and utilize information effectively for job-related tasks 
• Demonstrate a comprehensive understanding and practical experience with AI, including data analysis, AI driven decision making, and the application of AI tools to enhance operational efficiency and innovation 

 EQUIPMENT USED: 

• PC and standard office equipment (telephone, computer, copy machine, printer, scanner, fax machine). 
• Microsoft Office Suite, Outlook, Videoconferencing platforms (Zoom, Microsoft Teams, etc.), Internet and web browsers for research and information gathering 

 PHYSICAL REQUIREMENTS/WORKING CONDITIONS/DEXTERITY: 

United Way of North Central New Mexico is a hybrid workplace. For this position, the schedule combines work from home on Mondays, Wednesdays, and Fridays with in-person office attendance within UWNCNM’s office building required on Tuesdays and Thursdays. Due to business needs, you may occasionally be required to work in office on days other than specified. Additionally, the hybrid work schedule is subject to change to 100% in office work at any time. 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. 

• Position is primarily in a standard office environment and requires long periods of sitting at a desk and computer to accomplish duties and to stand for limited periods of time.  
• Regular attendance is required in this position.  
• Must be able to type 55 wpm  
• Must be able to operate a personal computer at an acceptable rate of speed.  
• Must be able to view computer monitors.  
• Must have access to reliable internet when working from home. 
• Must be able to work occasional early mornings, evenings and weekends including but not limited to attending a variety of meetings and events at UWNCNM and in the community.  
• Must have the flexibility to adapt schedule to meet evolving business needs as necessary. 
• Must possess a valid New Mexico driver’s license and have daily access to a dependable enclosed motor vehicle, with current auto insurance in your own name, to use to be physically present for in-office workdays and to attend offsite events, meetings, and other work activities. 
• Must be able to lift and/or move up to 20 pounds unassisted and occasionally lift and/or move up to 40 pounds with assistance. 
• Must be able to perform the essential functions of the job with reasonable accommodation. 

 LOCATION: Must be a New Mexico resident and able to commute to the UWNCNM office building on designated in office workdays to attend a variety of meetings and events at UWNCNM and in the community.  

 SALARY:  

$24.75 to $26.00 per hour, non-exempt, 32 hours per week FTE (Full Time Employee).  

 BENEFITS: 

Full-time employees (FTE) are eligible for health, dental, life and long-term disability insurance, a retirement plan, flexible spending account and voluntary insurance programs. We offer a tuition reimbursement plan, volunteer time off, and generous leave time. Part-time employees may be eligible for some of these benefits. 

 UWNCNM supports the Americans with Disabilities Act (ADA). Please tell us if you need accommodation to perform the job's essential functions. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. 

 United Way of North Central New Mexico is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. We welcome applicants with disabilities and applicants from underrepresented racial and ethnic groups.    

  This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. This job description is meant only to be a guideline and may be modified at any time. UWNCNM is an At-will Employer. This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship. 

 HOW TO APPLY: 

Interested applicants, or if you have additional questions, must submit a resume and cover letter to applicant@uwncnm.org by February 6, 2025. Reference in the subject line: Application for Community Impact Administrative Assistant.