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Administrative Assistant, Volunteer Center
Milwaukee, WI
Job Description
Job Title: Administrative Assistant, Volunteer Center (Union) Status: Full-Time
Department: Volunteer Engagement Grade: 24
Date Updated: 4/19/24 FLSA Status: Non-Exempt
SUMMARY
This position is responsible for smooth operations and day-to-day office activities and events at United Way’s Johnson Controls Volunteer Center. Leads organization and completion of administrative support task needs of Volunteer Engagement division. Responsible for providing reception area (Welcome Desk) support including guest and visitor services; volunteer registration and check-in; coffee bar oversight; message receipt and transmittal; conference room/meeting administration for internal United Way meetings and external groups; volunteer engagement data entry for volunteer engagement contacts, division communications; mailing assembly and distribution; and other projects as assigned. This position reports to the Manager, Volunteer Engagement.
RESPONSIBILITIES
Include the following, but are not limited to:
RECEPTION
- Leads reception of guests for all meetings and signature events held at the Volunteer Center during regular office hours, 8:30 am to 4:30 pm, Monday – Friday.
- Provides courteous and helpful service to Volunteer Center visitors and guests. Obtain visitor name, nature of business, and notify person called upon.
- Signs for and accepts deliveries and pick-ups.
- Works closely with Operations and Facilities staff to store and organize deliveries and materials.
- Answers general inquiries and/or directs callers and visitors to appropriate staff member.
- Assesses situations and obtains help as needed for visitors and callers, including referrals to 2-1-1.
- Ensures Volunteer Center is secure (daily office opening and closing), clean and orderly.
- Collaborates with Marketing & Communications in updating digital board postings in the Volunteer Center highlighting volunteer engagement sponsor/partner recognition and promotion of current engagement opportunities.
- Leads organization-wide communication on all events and meetings taking place in the Volunteer Center and ensures proper processes and procedures are in place and the appropriate staff are informed of all activities.
- Coordinates and staffs agency/partner pick-ups of resources mobilized at both United Way office locations (Milwaukee & Waukesha); including gift in-kind contributions; supply drive products; and kit pack donations.
Expected Standard: Office, front lobby, entryway and reception area and coffee bar are maintained in a clean, orderly and professional-looking fashion. All volunteers, visitors and callers are greeted and welcomed in a prompt, friendly and professional manner. Office is clean and secure. The Volunteer Center Digital Board features inspiring examples of volunteers and posted information is accurate and timely. Both internal and external group meetings held in the Volunteer Center are properly supported. Staff are aware of activities taking place in United Way’s Volunteer Center.
OPERATIONAL/ADMINISTRATIVE
- Maintains the Division calendar of internal, external, and year-round volunteer events and supports communications and scheduling for the Manager, Volunteer Engagement.
- Manages all signature event email communications, including registration confirmations, reminders and thank you emails.
- Leads signature event preparations including reserving room space/event space as needed, placing catering orders, creating online registration and overseeing attendance on a regular basis.
- Manages the scheduling and preparation of the quarterly Volunteer Engagement Committee meetings including drafting agendas, sending committee communications, preparing handouts; taking meeting minutes; and assisting with virtual meeting/technology needs.
- Alerts and works with Operations Department on any office equipment maintenance or office supply needs for Volunteer Engagement team and the Volunteer Center.
- Manages the ordering of all coffee bar supplies and monitors coffee and hospitality equipment maintenance needs.
- Manages the calendar and scheduling of the Volunteer Vans and product deliveries/pick-ups, as needed.
- Reconciles monthly credit card expenditures and submits to Vice President of Organizational Collaboration for review and approval.
- Leads virtual filing system for Volunteer Engagement Division and seeks continued process and organizational improvement.
- Coordinates mailings and creates all letters and mailed correspondence for Volunteer Engagement Division staff; prepares mail merges; assists with editing of all print materials for accuracy, in addition to email correspondence, as needed.
- Supports division events including overseeing event registration and check-in as well as other event duties, as assigned.
- Manages ANDAR data entry and maintenance ensuring data integrity including tagging all new contacts and adding them to existing mailing lists.
- Supports the administration, scheduling and facilitation of division and team meetings.
- Develops efficient processes to better organize, track and analyze volunteer related data.
- Provides back-up Vine Street reception coverage on an as needed basis, including Vine Street Reception staff vacations, sick days, and breaks/lunch hours.
- Manages external community requests to utilize Volunteer Center conference/meeting room space with Vice President of Organizational Collaboration.
- Supports organization of Volunteer Center supply warehouse.
- Understands administrative procedures and provides 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.
- Attends administrative staff meetings.
- Special projects as assigned.
Expected Standard: Division calendar and scheduling are current and accurate. Division communications are timely and accurate, including database integrity. All event support and communications are prompt and well-executed in advance. Coffee Bar and Warehouse is clean, organized, and safe. In-kind donations and product supplies are delivered and organized in our warehouse with Operations support. Collaborates and communicates effectively across United Way function areas.
SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.
EDUCATION & EXPERIENCE REQUIREMENTS
- High school diploma or GED and five years of progressively responsible experience - or successful completion of one United Way Greater Milwaukee & Waukesha County campaign cycle as a Campaign Coordinator or Campaign Administrative Assistant.
- Excellent computer experience and competence with Microsoft Office and other similar programs utilized by department.
- Excellent customer service and professionalism.
- Ability to communicate and interact well on all levels: telephone, written and interpersonal.
- Ability to manage multiple tasks and demonstrate accuracy/keen attention to detail.
- Self-starter and independent thinker.
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 motivations.
- Relationship-Oriented. United Way professionals understand that people come before process and is 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.
ADDITIONAL SKILLS & COMPETENCIES
Ability to work in a complex and fast-paced environment using technical and interpersonal skills. Strong ability to anticipate problems and identify and implement solutions when needed. Ability to work independently, recognize tasks, implement and follow through to completion. Ability to problem solve and work with flexibility.
LANGUAGE SKILLS Ability to read and interpret general business periodicals, professional journals, or technical procedures. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from manager, department colleagues, customers, and the general public. Ability to communicate and work effectively with volunteers and others in the community representing a broad range of interests and backgrounds. Demonstrated verbal and written communications skills. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.
MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percent. Ability to analyze data and utilize computer reports using the above computer programs.
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).
- Ability to uphold to the stress of traveling (in designated positions).
- Regular, predictable attendance is required; including additional overtime as business demands dictate.
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.
Job Summary
Start Date
Immediately
Employment Term and Type
Regular, Full Time
Hours per Week
37.5
Work Hours (i.e. shift)
8am-5pm
Salary and Benefits
$20.50 per hour
Hybrid schedule - on site presence required, union-eligible.
Required Education
High School or Equivalent
Required Experience
5+ years
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