Administrative & Development Assistant

Administrative & Development Assistant

REPORTS TO: Executive Director

EMPLOYMENT STATUS: Part-Time (20-25 hours/week)

FLSA STATUS: Non-Exempt

At United Way of Washington County-East we are a group of dedicated relationship builders who inspire others to share their time, talents, and treasures to achieve community-level change. Our office team is fun, dynamic, and passionate about making a difference, and we are looking for a detail-oriented Administrative & Development Assistant to join our vibrant team. In this role, you will manage daily office operations and coordinate key United Way programs and events.

If you excel in organization, enjoy building relationships, and are committed to maintaining a positive and efficient workplace, we invite you to join our team.

Mission: Through trusted relationships, generate resources and effectively distribute funds to unite and strengthen our community.

Vision: Create new ways to develop an empathetic and engaged community and generate abundant resources to meet or exceed our local community needs.

Diversity, Equity and Inclusion Statement: We are dedicated to fostering diversity, equity and inclusion in all we do. We strive for a vibrant and equitable community.

We value the visible and invisible qualities that make you who you are.

We welcome that every person brings a unique perspective and experience to advance our mission and progress our fight for the health, education, and financial stability of every person in every community.

We believe that each United Way community member, donor, volunteer, advocate, and employee must have equal access to solving community problems.

We strive to include diversity, equity, and inclusion practices at the center of our daily work.

We commit to using these practices for our business and our communities.

Position Overview

The Administrative & Development Assistant ensures the smooth daily operations of our office and supports the coordination of internal programs. This role involves close collaboration with staff members and contributes significantly to our mission's success

Schedule: Monday-Friday, 9 am -2 pm. Flexible scheduling and hybrid work arrangements are available, accommodating both position requirements and employee needs.

Responsibilities

Administrative Support (50%)

• Maintain organizational records and files (electronic and paper) to ensure they are accurate, current, and easily accessible. Monitor files in accordance with the UWWCE Document Retention Policy, including the timely deletion of files as per the policy standards.
• Operate the copy machine and manage phone system configurations with vendor support. Serve as the primary contact for office operations vendors for phones, printer/copier, and IT consultants.
• Create a welcoming office environment. Act as first point of contact for guests. Assist incoming callers and visitors, providing exceptional and compassionate customer service.
• Coordinate and arrange meetings, including document preparation, meeting space reservations, ordering food and beverages, and assisting with the coordination and execution of meetings as needed.
• Coordinate the purchase of supplies, manage inventories, and track all expenses.
• Review and verify submitted invoices, bills, and expense reports for accuracy.
• Receive and distribute mail, packages, and deliveries, managing their contents efficiently.
• Manage Board meeting schedules and notices, record and track attendance at Board meetings and events, and monitor the length of service of Board members.
• In partnership with Bookkeeper, complete month-end and year-end closing processes.

Development & Fundraising Support (40%)

• Enter donor information, pledges, and gifts into donation software, assuring accuracy, completeness, and consistency.
• Retrieve and import donor reports from various databases into the accounting system.
• Prepare and record precise bank deposits.
• Issue receipts for all donations received online, via phone, or from staff, ensuring accurate tracking and reporting of received funds.
• Collaborate with the Individual Giving Manager and Executive Director to create and distribute mailings for annual appeals, event invitations, and other special fundraising campaigns and events.

Special Projects (10%)

• Provide administrative and logistical support for UWWCE programs, initiatives, and events including Youth United, Women United, Stuff the Bus and Community Investment.
• Provide documentation and support to the Bookkeeper and Accountant during the annual audit.
• Monitor and complete annual United Way reporting requirements.

Qualifications

• Strong organizational and time management skills, with the ability to multitask and manage multiple projects simultaneously.
• Capacity to work independently and complete projects with minimal oversight.
• Proficiency in Microsoft Office, including Word, Outlook, Excel, and PowerPoint.
• Excellent verbal and written communication skills for interacting with staff, donors, and other stakeholders.
• Ability to thrive in a fast-paced, dynamic work environment.
• Capability to lift and move items weighing up to 25 pounds occasionally.
• Willingness to work occasional evenings and weekends based on business needs.
• Reliable transportation for attending off-site meetings and events.
• A commitment to ensuring that everyone in our community is invited to be a part of, and connected to, the work of the United Way.

Pay & Benefits

• Hourly rate of $20.00 - $21.00
• 9 paid holidays plus 2 floating holidays
• Paid, 1-week calendar year end break
• Sick leave, pro-rated based on number of hours worked
• Hybrid schedule available, based on team needs
• Ability to be flexible with student/class schedule, as needed

If you are passionate about making a difference and meet the qualifications above, we would love to hear from you. Please send your resume to Kristin Kroll at kristin.kroll@uwwce.org.