Administrative Assistant, Community Impact

1 month ago

Milwaukee, United States United Way Of Greater Milwaukee Inc Full time


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.
  • Ensuring the application is completed and sent to the State of Wisconsin in a timely manner.
  • 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 or GED and minimum five (5) years of progressively responsible experience.
  • High level of proficiency with Microsoft Word, Excel, PowerPoint, Outlook or other similar programs.
  • High level of proficiency working within United Way's CRM.
  • Ability to produce and edit complex spreadsheets that include formulas. Ability to manage multiple calendars; experience with scheduling executives a plus.
  • Ability to take minutes and communicate and interact well on all levels.
  • Demonstrated skills in letter and memo writing and development. Demonstrated attention to detail and organizational details.
ADDITIONAL SKILLS & COMPETENCIES
Work in a complex environment using technical and interpersonal skills. Strong analytical abilities, also demonstrating the ability to anticipate problems and identify and implement solutions when needed; work independently, recognize tasks, implement and follow through to completion; problem solve and work with flexibility. Read and interpret general business periodicals, professional journals, or technical procedures; write reports, business correspondence, and procedure manuals; effectively present information and respond to questions from groups of managers, customers, other employees, and the general public; communicate and work effectively with volunteers and others in the community representing a broad range of interests and backgrounds; respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Demonstrated verbal and written communications skills.

CORE COMPETENCIES
  • Mission-Focused. The top priority for all United Way professionals is to create real social change that leads to better lives and healthier communities. This drives their performance and professional motivation.
  • Relationship-Oriented. United Way professionals understand that people come before process and are astute in cultivating and managing relationships toward a common goal.
  • Collaborator. United Way professionals understand the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.
  • Results-Driven. United Way professionals are dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
  • Brand Steward. United Way professionals are stewards of the brand and understand their role in growing and protecting the reputation and results of the greater network.
PHYSICAL DEMANDS
The physical demands at UWGMWC are representative of what is needed to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • While performing the duties of this job, the employee is regularly required to stand, sit, talk, hear, and use hands and fingers to operate a computer and telephone keyboard, reach, stoop and occasionally kneel.
  • Specific vision abilities required by this job include close vision requirements due to computer work.
  • Light to moderate lifting is required (such as loading paper into a paper tray).
  • Regular, predictable attendance is required; including additional overtime as business demands dictate.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Moderate noise (business office with computers, phone, printers and light traffic).
  • Ability to work in a confined area.
  • Ability to sit at a computer terminal for an extended period of time.


AMERICANS WITH DISABILITIES

It is the policy of UWGMWC to comply with all relevant and applicable provisions of the Americans With Disabilities Act (ADA), as amended. UWGMWC will not discriminate against any qualified applicant with respect to any terms, privileges or conditions of employment based upon an individual's physical or mental disability. UWGMWC will also make reasonable accommodation whenever and wherever possible for all employees or applicants with disabilities provided that the individual is otherwise qualified to safely perform the duties and assignments required by the job, and provided that any accommodation does not require significant difficulty or expense. UWGMWC's policy of non-discrimination applies to all personnel and employment practices including, but not limited to, job application procedures, hiring, advancement, termination, compensation, job training and other terms, conditions and privileges of employment.

EQUAL OPPORTUNITY EMPLOYER

It is the policy of UWGMWC to provide equal employment opportunity to all individuals regardless of their race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, veteran status or military service, or other non-merit factor or other legally protected characteristic. This applies to all recruiting, hiring, placement, training, promotion, compensation, transfers and other employment-related programs and personnel actions.

DIVERSITY, EQUITY & INCLUSION STATEMENT: Diversity, Equity & Inclusion is a core value at United Way of Greater Milwaukee & Waukesha County. We strive every day to enhance the culture of belonging and are passionate about building and sustaining an inclusive and equitable working environment. We believe this allows us to attract, retain the best possible colleagues to use their full gifts to serve our community. We are looking for other great colleagues who are excited about this important work.

This job description indicates the general nature and work level performed by employees within this position. It is not designed to be a comprehensive inventory of all duties and qualifications required. The duties and/or requirements of this position may be modified, added, or deleted at any time. Other duties may be assigned.

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