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POSITION SUMMARY STATEMENT:

The Administrative Coordinator manages processes and executes multiple procedures for the Divisions to provide administrative and technical support to the Divisions’ executive leaders, managers, and staff. Key focus areas include:  administrative support to the Accelerator Institute (Marketing, Innovation, Data Research and Community Engagement), volunteer coordination and communications for Development, timely and accurate billing payments and reconciliations for the Divisions, scheduling for Divisions’ leaders and project teams and participating on special projects and cross-functional support teams.

ESSENTIAL DUTIES AND RESPONSIBILITIES

75%   Administrative Support

Manage all aspects of administrative operations for the Accelerator Institute (Marketing, Innovation and Data Research) Division. Key focus areas include:

  • Oversee internal and external scheduling for team leads and staff including: calendar, travel, billing and expense management.
  • Manage and enforce standard operating procedures for Marketing & Innovation
    • Develop consistent ways to track and measure department metrics where needed
  • Manage reporting processes (data collection and tracking) to include:
    • Tracking key divisional metrics in reporting against the annual work plan,
    • Tracking and reporting on all volunteer engagement events including #of events, # of volunteers and contacts, number of people served and any donations secured as part of their community engagement
    • Tracking events registration and attendance
    • Creating quarterly Marketing updates and data collection for organizational progress reports
    • Compiling data for the annual United Way Worldwide Database II report
    • Creating additional reports as needed per staff requests
  • Oversee/manage a master calendar of all major internal/external events
  • Oversee inventory and resource management to include:
    • Manage the ordering process for campaign promotional items, events equipment/supplies, end of year recognition items, etc.
    • Maintain campaign materials inventory in Community Connect
      • Assist development staff with materials orders and act as the liaison with materials vendor(s)
    • Build/Update PowerPoint presentations for events
    • Update/Provide general UWCM content to internal and external stakeholders including staff bios, program descriptions, etc.
  • Manage invoicing, contracts and subscriptions from onset to execution
  • Orchestrate new employee onboarding to include ordering equipment, scheduling orientation meetings, generating needed materials, etc.
  • Support events management and communications
    • Conduct general research on event speakers and topics, competing or similar events, etc.
    • Manage advertising, sponsorships, managing awards applications, and direct mail trafficking
    • Serve as tech support and in-person support for virtual experiences, etc.
    • Serve as point of contact for external questions, including from volunteers before/during events
  • Provide communications across the Division; Ensure that executive leadership and department managers are informed of priorities, deadlines and challenges; Respond to a wide variety of requests for information, policies and procedures, and executive action; Analyze needs and problems and determine approach and priority.
  • Execute special projects as assigned.

5% Volunteer Coordination and Communications Management (Development)

Assist Development Division with communications for external executive-level personnel, directors, and contacts as assigned.

  • Collaborate with the Operations Manager and other department staff in supporting fundraising committees.
    • Assist with scheduling meetings, managing logistics, developing communications, creating presentations and other meeting documents, providing technical assistance, transcribing meeting notes, and conducting post meeting follow up.
  • Assist Operations Manager with coordination and scheduling of executive-level meetings for United Way’s president with CEO’s and other key corporate leaders.

10% Finance & Payment Processing Management

  • Administrative Coordinator ensures timely, accurate payment of contractors and service providers in compliance with organization policies, procedures, and documentation requirements.
  • Also ensures the tracking, reconciliation, and reporting of expenses are completed timely, accurately and in compliance with organization policies, procedures, and documentation requirements.

10% Project Participation and Support

Provide active participation in organization-wide committees, initiatives and special projects as assigned.

QUALIFICATIONS AND REQUIREMENTS:

Education and/or Experience: Associates Degree with 3 or more years' administrative experience or 5 years professional administrative/operations experience. Bachelor’s Degree a plus.High proficiency in Microsoft Office Suite and project management systems and a mastery of in-person and virtual presentation technology (i.e. Zoom and Teams) with the ability to learn new systems as needed.

Language & Communications: Very strong verbal and written communication skills are required as is the ability to persuasively present UWCM messaging. Adeptly respond to questions, and act as a positive and professional representative of United Way.

Mathematical Skills: Knowledge of basic bookkeeping and budget management required.

Reasoning and Self-Management: Ability to carry out United Way of Central Maryland communications and service standards. Ability to work effectively with different temperaments/work styles and work independently and as a member of a team. Ability to consistently demonstrate initiative, professionalism, poise and flexibility and work within an environment of frequent interruptions, conflicting priorities, and varying workloads.

Leadership: Must be a self-starter with a positive attitude and self-confidence. Very strong interpersonal and communication skills. Ability to assess issues and develop plans and tactics to address those issues. Willingness to step up and support organizational goals and needs outside specific job criteria.

Other Critical Skills: Ability to maintain confidentiality and use discretion and sound judgment to manage sensitive donor, volunteer, internal and employee information. Must be detail-oriented and highly organized with the ability to prioritize and complete multiple tasks simultaneously. Demonstrate independent judgment and initiative on assignments that are time sensitive in nature.

PHYSICAL DEMANDS:

Employee is regularly required to talk or hear; sit; use hands to finger, handle, and feel; reach with hands and arms and be able to lift up to 40lbs. Specific vision abilities required by this job include appropriate vision needed to drive as required for a valid driver’s license.

TO APPLY:

Resumes should be submitted to hrrecruiting@uwcm.org.