Office Manager

UNITED WAY EMERALD COAST - JOB DESCRIPTION

JOB TITLE:                  Office Manager

CLASSIFICATION:       Part-time, Non-Exempt (20 hours/week)

REPORTS TO:             President & CEO

HOURLY RATE:           $18-18.50/hr

SUMMARY: 

As the Office Manager at United Way Emerald Coast, you’ll be at the heart of our operations, ensuring the office runs smoothly and efficiently. From managing mail, phone calls, and walk-ins to overseeing supply orders and schedules, you’ll play a key role in keeping everything on track. You’ll also support the President & CEO with vital executive functions, helping maintain momentum on our mission to improve lives across the community. The ideal candidate is organized, detail-oriented, thrives in a dynamic environment, and is excited to contribute to our positive impact on the Emerald Coast.

KEY AREAS OF RESPONSIBILITY:      

• Provide administrative support to the President & CEO, managing day-to-day tasks such as drafting correspondence, scheduling meetings, preparing agendas, gathering materials, preparing rooms, sending updates, taking minutes, and coordinating travel arrangements.
• Maintain accurate and up-to-date records, including prospect lists, Board of Directors materials, event attendance, and volunteer committee rosters.
• Collaborate with finance staff to manage Purchase Orders, track in-kind contributions, invoices, and reimbursements.
• Work closely with development and finance teams to ensure effective donor and financial management.
• Prepare and manage materials for mailings, including list management, merging letters, and overseeing collation, stuffing, and mailing.
• Support the preparation of required data and documents for grant opportunities and funders.
• Assist with planning and executing event logistics, including communications, site visits, venue and vendor coordination, staffing, reservations, and post-event analysis and follow-up.
• Foster positive, collaborative relationships with UWEC employees, community partners, and volunteers, ensuring excellent communication and professionalism.
• Oversee daily office operations, including vendor communications, supply orders, mail distribution, and office facility management.
• Provide front desk coverage, ensuring a welcoming experience for visitors and efficient handling of phone calls and emails.

Additional Responsibilities: 

• Ensure all activities align with UWEC's core values and contribute positively to our culture.
• Foster innovation and creativity by encouraging fresh approaches, sharing best practices, and creating a safe environment for risk-taking.
• Take every opportunity to position UWEC as an inclusive, uplifting, and engaging organization.
• Pursue professional development opportunities relevant to the role.
• Represent UWEC at community events, as needed.
• Coordinate and support special projects, as needed.
• Assist with the organization’s disaster response efforts, when necessary.
• Assist with other projects as assigned.

MINIMUM KNOWLEDGE & SKILLS REQUIRED:

• Understanding of and commitment to the mission, vision, and direction of UWEC.
• 1+ year of related experience preferred. 
• Ability to pass a Level 2 background screening to support vulnerable populations.
• Excellent organizational, planning, and time management skills.
• Strong proficiency in Microsoft Office applications including Word, Excel, PowerPoint, and Outlook. 
• Experience in database management, including data entry, reporting, and results analysis, is preferred.
• Proactive, solutions-oriented mindset with the ability to take initiative, lead projects, and deliver high-quality results.
• Flexible to change; proven ability to manage multiple high-priority projects and deadlines without compromising quality. 
• Demonstrated ability to manage sensitive information with discretion and professionalism.
• Strong collaboration skills, able to work independently and as part of a cross-functional team.
• Ability to work respectfully and inclusively with a diverse population and multiple stakeholders.
• Drivers’ license and reliable vehicle, or equivalent ability to travel within a 2-county region. 

WORKING CONDITIONS: 

• The role involves a mix of sitting, standing, walking, and light physical activity, such as lifting up to 25 pounds.
• Extended viewing of computer monitor is required.
• Occasional local travel within the regional area, including some evenings and weekends (mileage reimbursed). 
• Reasonable accommodations will be made to ensure all individuals can perform the essential functions of the role.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

UWEC is committed to creating a diverse environment and is proud to be an equal opportunity employer.