Administrative Assistant, Resource Development & Individual Giving
Estimated Pay | $18 per hour |
---|---|
Hours | Full-time, Part-time |
Location | Milwaukee, Wisconsin |
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Estimated Pay We estimate that this job pays $18.44 per hour based on our data.
$12.25
$18.44
$28.52
About this job
JOB DESCRIPTION
(Non-Management)
Job Title: Administrative Assistant, Resource Development & Individual Giving (Union) Status: Full-Time Department: Resource Development Grade: 24 Date Prepared: April 2024 FLSA Status: Non-Exempt
SUMMARY
- Provide administrative support to Vice President of Resource Development and Individual Giving team, and backup support to the Chief Executive Officer.
- Provide administrative support to annual Community Campaign Co-chairs and Campaign Cabinet.
- Maintain a high level of professionalism both in person and in written communication.
- Recognize and maintain the confidentiality and sensitive nature of division matters.
- Anticipate potential problems and develop solutions.
- This position reports to the Vice President, Resource Development
- Provide administrative support for the Vice President - Resource Development and provide backup support for President and CEO as needed including organizing, planning, and follow-through.
- Manage Vice President - Resource Development's calendar and schedule meetings on behalf of Vice President - Resource Development.
- Aid Vice President - Resource Development with onboarding new direct reports.
- Assist Human Resources Department in scheduling interviews for open positions within Resource Development Department
- Coordinate meeting activities for Vice President, Resource Development and Individual Giving team including scheduling, sending meeting notices, handling meeting set-up, preparation of materials/supplies, contacting volunteers and preparing agendas.
- Prepare minutes and take notes for meetings, including Resource Development team meetings, Campaign co-chair meetings and other meetings as needed.
- Maintain Resource Development's shared Outlook calendar.
- Maintain Resource Development department's organizational chart.
- Coordinate the production of key division documents, including but not limited to all Leadership, Jane Bradley Pettit and Tocqueville Society solicitation materials.
- Assist Individual Giving staff in the planning and coordination of meetings, division reports, and other fund development activities.
- Assist department staff in fulfilling campaign timelines for Leadership, Tocqueville and Jane Bradley Pettit Society solicitations and special gifts/individuals.
- Work with the Account Manager, Leadership Giving to facilitate the weekly acknowledgement process for Leadership, Tocqueville and Jane Bradley Pettit
- Work with Resource Development staff on the accuracy of the Tocqueville and Jane Bradley Pettit Society members in the leadership registry.
- Gather and submit data to United Way Worldwide for the National Tocqueville Registry.
- Assist with ANDAR (donor database) system maintenance for Major Gifts records and ensure account data is accurate and up to date.
- Aid in obtaining (and approval for using) volunteer letterhead and signatures.
- Assist in all aspects of the Annual Tocqueville Society thank you event including coordination the invitation mailings, management of the the RSVP process, communicating status of responses with manager; provide some phone follow up.
- Maintain office documentation for Tocqueville and Jane Bradley Pettit Society.
- Create and mail stock and gift acknowledgement letters.
- Create and mail letters to new C-Suite executives from our existing and potential corporate partners on behalf of President and CEO.
- Schedule major campaign events which include but are not limited to cabinet meetings, Campaign kickoff and closing, and monthly campaign co-chair meetings.
- Coordinate with area executives and Campaign co-chairs to schedule corporate CEO calls.
- Serve as a point person for co-chair assistants.
- Obtain co-chair signatures for mailings and co-chair bios for the website
- Assemble co-chair meeting materials.
- Send meeting reminders, prep materials and agendas before the co-chair meetings.
- Keep attendance for Cabinet Meetings and prepare minutes for all co-chair meetings.
- Maintain updated and accurate cabinet rosters, including current contact information, throughout the year.
- Enter/update cabinet member information in ANDAR.
- Enter volunteer hours into ANDAR for campaign co-chairs and cabinet members.
- Responsible for cabinet meeting attendance list; name tents; name badges, seating charts, room setup, ordering food, etc.
- Provide cabinet & assistants' emails to IT for entry on main email lists.
- Send cabinet member welcome packet.
- Curate and send weekly updates and communication to all campaign cabinet members with campaign status and updates.
RESOURCE DEVELOPMENT DATA MINING AND DATA INTEGRITY
- Create custom data mines and execute basic reports using CRM reporting tools and Excel based on requests from Vice President, Resource Development and Major Gifts team.
- Monitor United Way's Live United email box and update CRM to ensure data integrity.
- Process Leadership Verification forms and update donor database as needed.
- Merge duplicate donor accounts as necessary and maintain Monitor Accounts Created Online audit dashboard within donor database.
- Register Resource Development professionals and VP Resource Development for external luncheons and events.
- Conduct research as directed using local publications, websites or other sources.
- Distribute local publications to Resource Development staff weekly and send out additional articles as necessary.
- Order Resource Development division's office supplies when needed.
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.
- Actively participate in special workgroups and projects as assigned.
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.
- 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.
- Ability to 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.
- Ability to work independently, recognize tasks, implement, and follow through to completion.
- Proactively communicates with team members on status of projects, tasks and deadlines.
- Ability to problem-solve and work with flexibility. Able to quickly adapt to change.
- Ability to remain productive and calm in a fast-paced and sometimes stressful environment.
- Allocates time efficiently to the most important issues and knows what to spend time on; completes work in a timely and accurate fashion.
- 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 groups of managers, customers, other employees, 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.
- 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.
- Responsible for producing error-free documents.
- High level of attention to detail.
- Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
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- 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.
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- 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.
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Full-time Jobs Part-time Jobs Gig Jobs Posting ID: 934643199 Posted: 2024-05-03 Job Title: Administrative Assistant Resource Development