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Administrative Assistant, Community Impact
4 months ago
Job Title: Administrative Assistant, Community Impact (Union) Status: Full-Time( 40 hours )
Department: Community Impact Grade: 24
Date Prepared: 4/15/2024 FLSA Status: Non-Exempt
**SUMMARY**: Provide high quality, accurate administrative support to the Community Impact Division (CID), Director Public Policy, Director Key Initiatives & Portfolios, Key initiative lead staff, and portfolio manager. This position reports to the Vice President, Community Impact.
**RESPONSIBILITIES**:
Include the following, but are not limited to:
**ADMINISTRATIVE SUPPORT 95%**:
**Community Impact Division Support**
- Lead coordinator for Community Impact Board Committee and Public Policy Board Committee meeting activities including scheduling, meeting notices, set-up, preparation of materials/supplies, member contact, basic memo writing, writing meeting minutes, developing agendas, and follow-up.
- Schedule all Community Impact staff meetings and support scheduling of cross-department meeting involvement.
- Manage CID events and CID program meetings calendar.
- Manage department credit card purchases and monthly reconciliation.
- Lead community impact data entry into CRM system, including allocation and grant tracking, volunteer roster development and maintenance, and volunteer hours tracking.
- Serve as back-up administrator for CID grants system (e-CImpact) including managing and creating login information and troubleshooting agency issues in the system.
- Schedule all agency program partner trainings and learning community opportunities annually for inclusion in the Agency Partnership Agreement. Assist in updating and editing the Partnership Agreement important dates.
- Administrative support and coordination of the CID Policy and Procedure manual.
- Support Community Impact members supply needs including, but not limited to, Live United t-shirts, office supplies, and Denim Day supply ordering.
**Key Initiative and Portfolio Support**:
- Assist Key Initiative lead staff and Portfolio Manager with facilitation of external initiatives by providing administrative support, including coordinating meetings, preparing notes, presentations, and communication. Examples of external initiatives include but are not limited to: Key Initiative Advisory Council Meetings, Roundtables, Trainings, and Project Homeless Connect.
- Develop and maintain relationships with all portfolio agency staff, volunteers, and community contacts.
- Monitor and document compliance with annual agency partner certification and required documentation including, but not limited to, audit, management letter, 990, year-end report, and partnership agreement.
- Develop and maintain system of notifying agencies of due dates and past-due documents and reports.
- Create Year End Report folders annually, to include a printed version of the year-end report, logic model, and policy on protection children.
- Perform assignments and provide administrative support for the Director, Key Initiatives and Portfolios, as needed.
- Plan, organize and set-up program meetings/site visits including agency correspondence, material collection and distribution, and coordinate United Way staff and volunteer participation.
- Set-up files in an orderly manner to ensure easy retrieval and to maintain significant historical information.
- Represent UW at funded agency events/functions when representation requested.
- Research community resources and provide information to the key initiative leads and other department staff, as requested.
**State Employee Combined Campaign (SECC)**
Lead responsibility for ongoing SECC Funded Agency Eligibility. Including but not limited to:
- Production of forms.
- Communications to participating agencies and collection of data.
- Assurance that information is complete and accurate.
- Representing United Way at the annual (March) SECC meeting in Madison or virtually.
**Administrative Backup Support**
- Understand administrative procedures and be able to provide backup to all other department support staff.
- Collaborates with all other administrative staff of the organization by sharing best practices and knowledge; improving processes and procedures; and prioritizing strong communication across functional areas.
- Attend Admin Meetings.
**Reception Area Coverage**
- Cover reception areas breaks and lunches on designated days and as needed on other days.
- Work with reception/admin team to ensure coverage when you are not available on your scheduled day.
- Provide courteous and helpful service to visitors and guests. Obtain visitor name, nature of business, and notify person called upon.
- Sign for and accept deliveries and pick-ups.
- Route business calls to the appropriate staff members.
- Assess situations and obtain help as needed for visitors and callers, including referring to 211 or other services.
**SUPERVISORY RESPONSIBILITIES**: This job has no supervisory responsibilities.
**EDUCATION & EXPERIENCE REQUIREMENTS**:
- High school diploma
