Administrative Assistant I

2 months ago

Chardon, United States United Way of Greater Cleveland Full time
Job DescriptionJob Description

United Way of Greater Cleveland is a “Flexible First” organization. “Flexible First” means that we embrace a hybrid model that allows employees to work both remotely and at our existing office. Employees will regularly work at our existing office for approximately 10 to 80 percent of their time each month based on business/operational needs, and the rest of the time they may work from a remote physical location of their choice within a reasonable commuting distance from the office which must be identified to the organization in advance. Human Resources and Hiring Manager will set expectations on the employee’s preferred time in office with consideration to business/operational needs. UWGC has not defined a reasonable distance, and expects employees will use judgment in determining this for themselves and understand the implications re: time commitment and cost of daily commute.

**Proof of COVID-19 vaccination will be required for employment. Accommodations for medical and religious purposes under Federal Law will be considered.

Purpose of Position:

Perform administrative duties for Geauga staff. Responsibilities may include screening calls; managing calendars; making travel, meeting and event arrangements; preparing reports and financial data; training and supervising other support staff/volunteers; and customer relations. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. Sensitivity to confidential matters may be required.

Duties and Responsibilities:

  • Plan and prioritize workload to meet set deadlines.
  • Maintain division/department files, which includes sorting, preparing and distributing incoming mail on a daily basis; keeping meeting files organized, maintaining departmental records, etc.
  • Make arrangements for all committee and department meetings. Handle all logistics: organize and schedule meetings; prepare, assemble and distribute materials; notify members of meetings; arrange for special services as needed (technology); process reports and exhibits used in these meetings; and complete meeting minutes as requested.
  • Process bills and pledge receivables by managing the vendor process including completion and execution of contracts, secure W-9s and process payments. Follow office procedures for handling receivables.
  • Manage the organization’s front lobby area. Greet and welcome visitors, assess needs, and direct individuals to the appropriate staff member.
  • Assemble data and prepare reports for departments, including statistical reports, which includes conducting the reporting for the Geauga Hunger Task Force, Community Fund Partnership, Senior Discretionary Fund, and the Geauga Youth Activity Fund.
  • Prepare and maintain confidential budgets and correspondence. Review, on a monthly basis, cost center reports to ensure accuracy, and request adjustments as needed.
  • Manage and coordinate the Emergency Food and Shelter Program local committee, which includes recruiting members, scheduling meetings, creating agendas, recording minutes, handling grant allocations and managing all Federal reporting requirements.
  • Make recommendations/suggestions on how to more efficiently handle office and/or organizational procedures. Develop and organizes office procedures and systems. This includes proving technical support for office computers, copies, and related equipment.
  • Maintain office supply inventory and orders supplies as needed.
  • Manage and oversee mailings and bulk-mailings. Includes the maintenance of data in Enterprise and the updating of records on an as needed basis. Handle the printing of all regularly scheduled mailings, ie. weekly thank you letters, secure appropriate signatures and complete mailing.
  • Maintain the website. Participate in ongoing training related to the website.
  • Assist staff with social media updates, newsletter releases and group emails/invites.
  • Attend and represent UW at various community events and club meetings, such as the Chardon Area Chamber of Commerce.
  • Assist staff with special projects as directed, such as the annual meeting.
  • May assist in training and supervising temporary support staff.

Work Hours 8:00am - 4:30pm (Full Time)

Monday, Wednesday, Friday (remote)

Tuesday, Thursday (in office)

Grants Management Assistance:

  • Assist with the manage grant contracts, as appropriate, and work closely with private and public sector funders as required to submit reports and other required documents in a timely manner.
  • Provide research assistance to determine and identify funding opportunities for specific projects and programs, as needed.
  • Provide support during the preparation of proposals/grant applications.
  • Provide support to the grant tracking system to ensure that deadlines are met and supply progress reports when required by a grant-making organization that has funded a project or program.

  • Other Duties
  • Other responsibilities as assigned.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications:

  • Required Education and Experience:
  • High School diploma or equivalent
  • 1 years of administrative support or other relevant experience.

Specialized Knowledge, Skills & Abilities (KSA)

  • Effective and engaging communicator
  • Critical thinking and creative problem solving
  • Planning and implementation
  • Strong attention to detail
  • Team player

Work Environment/Physical Demands (if any):

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential job functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

  • Working conditions are normal for an office environment which includes but not limited to the following:
  • Some local travel/occasional overnight travel
  • Ability and means to travel on a flexible schedule as needed, proof of liability and property damage insurance on vehicle used is required
  • Occasionally required to stand’ walk; sit; use hands to fingers; hand or feel objects; tools or controls; reach with hands and arms; talk and hear
  • Employees may need to occasionally lift up to 25 lbs
  • The noise level in the work environment is usually minimal

UWGC is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, creed, disability, veteran status, advanced education, marital status, age, sex (including pregnancy), sexual orientation, gender identity, gender expression, national origin or ancestry, genetic information, and other legally protected characteristics, in accordance with applicable laws. The EEO is the Law poster is available here.

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