POSITION SUMMARY STATEMENT:
Position supports all aspects of six Region United Network (RUN) Advisory Boards: Baltimore City and Anne Arundel, Baltimore, Carroll, Harford, and Howard counties as well as the organization’s Audit & Finance Committee, Investment Committee, and State Association of United Ways. Position performs in a strictly confidential manner the highest level of administrative duties for the AVP of Governance and the AVP of Learning and Policy Compliance and assists the Senior Executive Assistant with duties related to the President & CEO, SVP & Chief Operating Officer, VP and Chief of Staff, and SVP & Chief Financial Officer as requested. The individual may also occasionally assist the VPs of Human Resources and Chief People Officer, Finance & Chief Accounting Officer, Controller, and Operations & Organizational Development, as needed. In addition to confidentiality, the position requires the highest level of discretion, critical thinking, sound judgement, and a comprehensive knowledge of organizational policies, practices, and procedures.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
60% – Assist assigned executives with all duties of project management. Coordinate and organize meetings and related activities and events for six Region United Network Advisory Boards (Baltimore City and Anne Arundel, Baltimore, Carroll, Harford and Howard counties) to include heavy calendar management for multiple jurisdictions, scheduling meetings, securing meeting rooms, managing the technology for the meetings, preparing agendas, taking and preparing meeting minutes with appropriate follow-up, updating and maintaining databases related to the RUN Boards and other duties as assigned. Similar responsibilities and duties are also required for the Audit & Finance Committee, Investment Committee, and State Association of United Ways.
Serve as key contact for internal and external committees. Compose executive level correspondence, communications and presentations and spreadsheets requiring thorough knowledge of the organization’s activities, using discretion and confidentiality. Implement Internet searches and work with databases. Schedule a wide variety of appointments, meetings, committee meetings, and maintain multiple calendars of assigned executives ensuring accuracy. Greet visitors and screen/handle phone calls with discretion routing to appropriate person. Perform all routine office responsibilities such as coordinating project-based work, opening mail, filing, copying, faxing, mail distribution, preparing expense reports and check requests, tracking budgets and other ad-hoc administrative duties
35% –. Assist the AVP of Learning and Policy Compliance with all duties of project management. Execute administrative and operational tasks related to UWCM’s comprehensive learning and training programs as requested which include, but are not limited to, updating and managing learning database user information in multiple systems, pulling training plan and compliance reports, program scheduling and monitoring, and managing program logistics and notifications.
5% – Manage the switchboard/front desk coverage and convene meetings of the cross-functional administrative team that supports switchboard/front desk coverage. Serve as an external customer service resource addressing inquiries, problem solving and initiating solutions when appropriate. Actively participate in administrative support meetings, serve as a resource to other support staff, facilitate assigned projects, identify potential problem areas and bring forth ideas and solutions.
ACCOUNTABILITY:
To be successful in this position, the Operations Manager must consistently demonstrate competency in:
- Provide high-level administrative support in a strictly confidential manner.
- Demonstrate ability to prioritize and multi-task in a fast-paced environment and meet aggressive deadlines based on customer needs.
- Exhibit accuracy and exceptional attention to detail.
- Exercise discretion and independent judgment.
- Be proactive and demonstrate the ability to anticipate problems and plan solutions.
- Work independently with little or no supervision.
- Use excellent English in oral and written communications.
- Excellent listening and comprehension skills with the demonstrated ability to produce high-quality, accurate minutes and notes that reflect clear comprehension of the meeting discussion and actions.
- Exhibit professional demeanor, tact, and poise at all times.
- Demonstrate outstanding interpersonal, team and customer service skills, working well with all levels of internal management and staff, Board and volunteers, external clients, community members, and vendors.
INTERACTION (internal and external):
Frequent contact with Board members, committee members and other volunteers; internal and external senior level executives, staff, assistants, volunteers, donors, agencies and clients throughout central Maryland and beyond.
QUALIFICATIONS AND REQUIREMENTS (education, experience, skills and abilities):
Associates Degree with five (5) years of progressively high-level experience (including at the executive level). Bachelor’s degree preferred. Incumbent has a high degree of proficiency in the use of Microsoft Office Suite, especially Word, Excel, and PowerPoint, along with strong Internet research skills. Experience managing a complex Outlook calendar required. Excellent interpersonal skills, project coordination experience, oral and written communications skills proofreading skills and the ability to work well with all levels of internal management and staff, external clients and vendors. Incumbent is proficient at prioritization and multi-tasking in a fast-paced environment.
PHYSICAL DEMANDS: (sitting, standing, lifting, etc.)
Incumbent must be able to sit at computer for long periods of time and lift at least 20 lbs. Requires use of hands to write, type, key and handle or feel small controls and objects. Must frequently talk and hear.
Salary: $72,000 (Range: $71,193 – $83,059)
TO APPLY:
Interested candidates should submit a cover letter and resume via email to:
United Way of Central Maryland
Attention: Human Resources
1800 Washington Boulevard, Suite 340
Baltimore, MD 21230
