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TITLE: Office Coordinator&nbsp;DEPARTMENT: Administration&nbsp;REPORTS TO: Vice President of Administration&nbsp;STARTING WAGE: $19.00 – $22.00 per hour&nbsp;EMPLOYMENT STATUS: Part-Time (0.4-0.5 FTE)&nbsp;FLSA STATUS: Non-Exempt&nbsp;WHO WE ARE AND WHAT WE DO&nbsp;United Way of Southeast Minnesota mobilizes our community to action so all can thrive. For 100 years, United Way of Southeast Minnesota has seen how our communities’ greatest challenges are connected — and how we can bring people and resources together to address them. We meet basic needs today while working with community members to help create a better future for tomorrow. You can learn more about our organization, our impact, and our values at <a href="http://www.uwsemn.org.&amp;nbsp" target="_blank">www.uwsemn.org.</a>HOW YOU WOULD FIT IN AND STAND OUT<ul><li>This role is managed by the VP of Administration. United Way’s Administration team has three employees, but this position collaborates across all departments.</li><li>Our organization has a strengths-based culture and finds value in diverse skills and strengths.</li><li>This position plays a key role in communicating United Way’s mission and values through direct interaction with those we serve and facilitating mission-driven work by ensuring the organization can function smoothly and with minimal distraction from logistical or operational concerns.</li><li>We are looking for an outgoing and detail-oriented person to be the first point of contact for those we serve and to aid the rest of the administration team in a variety of tasks and projects. Key technical skills for this role are familiarity with CRM systems and comfort with Microsoft Office Suite.&nbsp;</li></ul>PRIMARY RESPONSIBILITIES AND EXPECTATIONS The Office Coordinator is a part-time position, with long-term opportunities to become full-time, based on performance and organizational growth. This position plays a crucial role in providing administrative support to the organization. They serve as the first point of contact for the organization, managing the front desk by greeting visitors, answering calls, and ensuring a professional and welcoming environment. They are responsible for maintaining the appearance of both the front office and back-of-house areas. Additionally, they will provide finance support through basic recurring data entry and assist the VP of Administration in preparing documentation for Finance and Audit Committee meetings. Other duties include clerical support tasks such as retrieving mail, managing office inventory, and ordering supplies. &nbsp;The Office Coordinator reports to the Vice President of Administration. Many of the Office Coordinator duties are shared with the Executive Assistant, who will generally work opposite shifts.Customer Service<ul><li>Provide excellent customer service to staff and visitors.</li><li>Address inquiries and resolve issues</li><li>Maintain a positive and professional office environment.</li></ul>Front Desk<ul><li>Answer phones and direct calls, as needed – ensuring inquiries are answered.</li><li>Maintain conference room calendars, track registration and payments for meetings/events.</li><li>Handle mail and deliveries, as needed, and when Executive Assistant is unavailable.</li></ul>Administrative Support<ul><li>Maintain front office bulletin boards, building bulletin boards, and general appearance of the front office area and back-of-house area.</li><li>Ensure office equipment is maintained in proper working conditions.</li><li>Work with Executive Assistant to maintain office supplies and equipment.</li></ul>Coordination and Organization<ul><li>Facilitate communication between departments.</li><li>Ensure efficient workflow and office operations.</li><li>Manage office space and facilities.</li></ul>Finance Support<ul><li>Assist in document preparation and take meeting notes for Finance and Audit Committees.</li><li>Assist in performing data entry duties as assigned.</li><li>Work with VP of Administration to process payroll twice monthly.</li><li>Provide back-up for Finance Assistant as needed.</li></ul>THIS JOB IS FOR YOU IF YOU…<ul><li>Are detail-oriented and organized.</li><li>Enjoy helping people and solving problems.</li><li>Thrive in a mission-driven, community-based organization.</li><li>Are comfortable using tools like Microsoft Office 365 and learning new tech.</li><li>Possess exceptional written and verbal communication skills in English (fluency in Spanish, Somali, or other languages commonly spoken in our region is a plus).</li><li>Are experienced in providing outstanding customer service.</li><li>Have experience in a nonprofit organization or work with nonprofit boards.</li></ul>OUR WORKPLACE<ul><li>Typical office hours are Monday-Friday from 8:30 a.m. - 4 p.m.</li><li>This position is scheduled Monday through Friday from 8:00am-11:30am (17.5 hours per week) – with some flexibility.</li><li>This position is located in our office in Rochester, Minnesota.</li><li>We are looking to hire a resident of our service area (Olmsted, Dodge, Winona, or Fillmore Counties) who lives within daily commuting distance, as we are rooted in our local community. In-person meetings and activities are required.</li><li>We offer flexible work schedules to meet individual and family needs, and we need you to be available during peak times. We are willing to work together to make sure both employee and organizational needs are met.</li><li>Hybrid/remote work options are available on an individual basis.</li><li>Occasional availability outside of typical office hours is expected for special events.</li></ul>United Way of Southeast Minnesota is an equal opportunity employer. Individuals who share lived experiences with the people and communities we serve are strongly encouraged to apply. We intentionally do our best to eliminate bias and remove barriers that may limit other applicant pools. United Way encourages applications from individuals of all races, genders, ages, and abilities. COMPENSATION AND BENEFITS<ul><li>Starting wages of $19.00 – $22.00 per hour, depending on qualifications.</li><li>Employees are paid electronically twice a month.</li><li>Benefits include all legally mandated benefits (such as Social Security, worker’s compensation insurance, and employee safe and sick time leave benefit), but the position is ineligible for other United Way benefit-eligible programs.</li><li>1 hour paid time off for every 30 hours worked, plus 15 paid holidays.</li><li>United Way of Southeast Minnesota is unable to provide visa sponsorship.</li></ul> TO APPLY: Please email Mathew Bjorngaard (<a href="mailto:mathewb@uwsemn.org" target="_blank">mathewb@uwsemn.org</a>) with your resume and a cover letter that touches on topics such as interest in the role, relevant experience, connection to the mission. Applications without a cover letter will not be accepted.

United Way of Southeast Minnesota

United Way of Southeast MN

Office Coordinator

The Vice President of Finance &amp; Operations (VPFO) reports to and serves in an advisory capacity to the President / CEO, 
	Committee Chairs, and Board of Directors providing strategic leadership where needed. The VPFO is a member of the Senior 
	Leadership Team and is a strategic thought leader that embraces change for growth. The VPFO has strong business and financial 
	acumen and is accountable for the financial and risk management operations of the organization. The VPFO is responsible for 
	financial planning, financial reporting, budgeting, compliance, tax, treasury and accounting operations as well as IT Operations and 
	Building Services.
Leadership 
	• Leads staff in areas of finance, human resources, data systems, and operations 
	• Brings strong financial leadership and excellence in all areas of finance 
	• Has the ability to examine and understand strategic business needs and develops financial plans to support those needs 
	• Provides financial analysis, forecasts and implications, and compliance review for strategic planning and initiatives. 
	• Monitors business performance with tracking tools, establishes correction measures as needed, and prepares detailed reports 
	for Board, Committees, management team, and staff 
	• Fulfills leadership role as a member of Senior Leadership Team.
Finance &amp; Operations 
	• Manages and actively participates in month-end close cycle including: accounts receivable, accounts payable, grants 
	receivable, revenue/expenses, bank reconciliations, cash flow projections, etc. 
	• Creates and presents an accurate annual budget recognizing income and expenses by class and grant. Works in collaboration 
	with team to garner information, support, and commitment to execute the financial work plan. Prepares budget forecasts for 
	future organizational planning. 
	• Maintains integrity of all financial transactions. Requires that income recognized and expenses incurred comply with the 
	organization’s policies and procedures, United Way Worldwide, and state and federal laws. Creates and maintains financial 
	standards and internal control procedures to comply with GAAP and FASB standards. Maintains relationship with financial 
	institutions, makes deposits, audits and reconcile accounts and processes, etc. 
	• Provides financial statement analysis and recommends areas of opportunities to staff and peers. Reports statement variances 
	to President / CEO, Finance Committee, and staff. 
	• Reviews, reconciles, prepares, and submits accurate information for Financial Audit and Form 990. Works with auditors for 
	timely compliance with requests and achieves a clean audit opinion. 
	• Maintains integrity of data systems, information gathered and input, and processes to produce accurate data consistently. 
	• Oversees grant compliance as related to financial activity. Reviews grant applications, budgets, and relevance to mission of 
	organization. 
	• Works with team to reconcile grant income and expenses, adhering to grant award criteria and standards. 
	• Reviews organizational contracts seeking mutual agreement while protecting the reputation and assets of the organization. 
	Recommends action to President / CEO. 
	• Conducts risk assessment and recommends action to President / CEO as needed. 
	• Procures insurance coverage for worker’s compensation, D&amp;O, EPLI, General Liability, and Property. Manages claims 
	processing as needed. 
	• Creates capital expenditures budget and manages capital related improvements. 
	• Maintains personal property inventory and depreciation schedule. 
	• Reviews and authorizes work as related to data management, information systems update, communications technology, etc.
Human Resources 
	• Maintains HR files including employee personnel files and annual compliance records/reports
• Responsible for preparation of offer of employment packages. Processes all hiring and benefits paperwork involved. 
	• Manages confidential information with integrity. 
	• Processes biweekly payroll for employees including compensation, expense reimbursements, deductions as allowed by 
	employee and law, PTO/holidays, garnishments, etc. 
	• Manages benefits in areas of medical insurance, HSA / FSA contributions, LTD, STD, ADD, Life, Vision, PTO, Leave, 401k 
	plan, and Employee Assistance Program. Provides staff with information regarding benefits upon hiring and during annual 
	meeting. Complies with laws and regulations, reporting benefits, form 5500, earned income, COBRA coverage, etc. Secures 
	specifications, quotes, reviews plans, and recommends benefit plan for approval. Refers employees to carriers as needed to 
	resolve questions and problems. 
	• Assists in the on-boarding of employees by producing new hire information packets and ensuring enrollment in systems. 
	• Performs HR related duties in conjunction with the President / CEO in areas of employee recognition and employee relations. 
	• Processes monthly benefits plan invoices for payment. 
	• Annually conducts open enrollment for employee benefit plans. 
	• Ensures that organization complies with employment law and mitigates risks associated with employment practices. 
	• Updates policy manual as needed to align with organizational and legal requirements. 
	• Creates and maintains systems for internal equity with skill set assessment, job banding, etc. 
	• Initiates/maintains continuation of benefits post-employment including COBRA coverage notification with employees and 
	carriers.
General 
	• Maintains work flow and organization, prioritizing tasks to best meet the overall needs of the organization. 
	• Promotes United Way of Central Minnesota, its, Mission, Vision, Core Values, programs, and achievements to the public and 
	staff. 
	• Complies with all policies &amp; procedures, participates in company meetings, events, and training, and represents the 
	organization in a professional manner. 
	• Performs other duties as required, assists co-workers as time permits, and performs duties as related to care of the facility, 
	maintaining a clean and safe work environment for all. 
	• Seeks professional development to enhance job performance and productivity. 
	Required Competencies 
	• Ability to solve problems quickly and effectively. 
	• Highly organized with strong attention to detail. 
	• Honest approach to interpersonal relationships to ensure trust and confidentiality. 
	• Demonstrates the ability to share ideas and works well with others. Asks questions, provide feedback, and responds to others 
	in a way that shows compassion and attentiveness.
Other Duties 
	Please note this job description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities 
	that are required of the employee for this position. Duties, responsibilities, and activities may change at any time.
Finance &amp; Related Software Systems 
	• Andar (CRM System) – No prior experience required as software is used exclusively by United Ways across the nation. 
	• Quickbooks (or similar preferred) 
	• Microsoft Excel (3+ year preferred)
Minimum Qualifications 
	• CPA Preferred 
	• Bachelor’s degree in Accounting / Finance required; Masters Preferred 
	• Minimum five years of experience as a leader with financial accountability

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