Administrative Assistant

Position Description Administrative Assistant Community Development JOB DESCRIPTION: This is a full-time, grant-funded, non-exempt, administrative support position for an organized, detail oriented, motivated, professional individual who can handle the requirements of multiple grants and budgets.
This position will report to an Associate Vice President and will provide administrative support for directors working in the Community Impact areas.
Wage: $20/hr.
United Way offers competitive wages and a generous benefits packet with employer contributions for full time employees including medical, dental, 401K, HRA, PTO, 12 paid holidays, and opportunities for educational and professional development.
For more information about our organization, see www.
unitedwaytucson.
org.
RESPONSIBILITIES: General Office Support: • Develops, submits for approval, and processes purchase orders for multiple grants.
• Processes invoices from multiple sources including vendors and subgrantees, checks them for accuracy, and submits them for appropriate approvals.
• Tracks program data for multiple grants using Excel spreadsheets and data systems, when appropriate.
• Takes accurate notes at meetings and prepares notes for distribution.
• Provides support for meetings, workshops, and events, including scheduling, printing out agendas, sign-in sheets, and other materials, sending out meeting reminders, and performs other tasks necessary to make these events successful.
• Organizes all logistics for professional development opportunities for multiple programs including securing venues, creating registration pages on Constant Contact or Eventbrite, tracking registration, printing out sign- in sheets, and making copies of handouts.
• Performs data entry and tracks data for multiple grants.
Compiles data and reports submitted by sub-grantees to help produce reports for funders.
Verifies accuracy of data entry and corrects as necessary.
CD-AdminAsst 062023 • Updates weekly lists, calendar schedules, classes and events and ensures updated documents are posted on appropriate listservs, websites, e-newsletters, social media, and blogs.
• Orders supplies, equipment, materials, and food for meetings, grant activities, and events.
• Creates, modifies, and maintains letters, memos, and reports using word processing, databases, spreadsheets and other software packages.
• Distributes related programmatic materials to community agencies and individuals as directed.
• Prepares, compiles and sorts documents for data entry.
• Performs other duties as assigned.
Administration and Marketing • Participates in United Way sponsored activities to promote United Way and to secure resources (e.
g.
, Days of Caring, Business Breakfast, First Focus on Kids meetings, professional development events, and other events).
• Provides administrative support to various directors and managers as assigned and requested.
• Supports Resource Development activities and special events as part of the yearly Campaign.
Coordination/Customer Service • Provides excellent customer service as a component of all job duties.
• Establishes and maintains effective working relationships with United Way staff at all levels, volunteers from diverse backgrounds, donors, community partners, independent contractors, and others.
• Provides front desk coverage when necessary and as assigned.
Qualifications, Skills and Abilities: • Associate degree in business, office administration or related field and 3-4 years of administrative support experience preferred.
An equivalent combination of education/experience will be considered.
• Excellent written and verbal communication skills, including clear, concise, and grammatically accurate writing skills.
• Demonstrated customer service, problem solving, time management, and organizational skills.
• Demonstrated proficiency with MS Office Suite, including Internet browsers, e-mail, word processing, spreadsheets, database, presentation, and graphics software.
• Ability to establish and maintain effective working relationships with all levels of United Way staff as well as diverse volunteers, donors, community partners, vendors and other constituents.
CD-AdminAsst 062023 • Demonstrated ability to tactfully handle stressful situations, maintain composure, negotiate and resolve conflicts, maintain confidentiality and respect, and observe organizational protocol.
• Ability to work non-traditional hours when needed.
• Ability and willingness to take direction from multiple people and observe organizational policies and procedures.
Ability to prioritize tasks based on various criteria.
• Ability to travel to work in a variety of locations throughout the metropolitan Tucson area and Pima County whenever required.
• Ability to lift 25 lbs.
when required.
POLICY STATEMENT The United Way of Tucson and Southern Arizona is an equal opportunity employer.
We champion diversity, equity, and inclusion.
We take action to ensure equal opportunity and all candidates are considered without regard to race, color, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, physical or mental disability, veteran status, or any other legally protected status.
Upon hire and/or prior to starting employment with us, the successful candidate will be required to provide evidence of COVID vaccination or provide proof of eligibility for medical exemption.
CD-AdminAsst 062023