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Administrative Assistant, Donor Networks
Milwaukee, WI
Job Description
- Provide administrative support to Manager, Individual Engagement and all Engagement Managers, Donor Networks.
- Provide administrative support for Donor Network Councils and Volunteer Solicitors.
- Lead the thank you process for Leadership Society Donors.
- Provide data management assistance.
- Provide additional administrative back up for the Resource Development department.
- This position reports to the Manager, Individual Engagement.
Include the following, but are not limited to:
DONOR NETWORKS SUPPORT:
- Provide regular communication with all Council, Committee, and Program members.
- Schedule co-chair, subcommittee, and council meetings for all Donor Networks, prepare meeting materials and provide accurate meeting minutes.
- Coordinate meeting activities including scheduling, sending meeting notices, handling meeting set-up, preparation of materials/supplies, contacting volunteers, and preparing agendas. Responsible for maintaining updated and accurate Donor Networks rosters, including current contact information and assisting with member report cards.
- Assist with drafting letters, updating written pieces, and reviewing documents as requested.
- Assist with the execution of Donor Network events including sponsorship coordination, registration, and data management.
- Maintain and follow program timelines.
- Review and maintain content for all United Way Donor Networks web pages and communications.
- Perform ANDAR database system maintenance for individual giving, create and ensure account data is accurate and up to date, process donor meeting notes and Leadership Verification forms.
- Perform annual audits for Donor Network program demographics to ensure accurate reporting.
- Provide statistics, generate reports and information for volunteers and staff as needed.
- Assist with Donor Networks volunteer assignment support.
- Prepare prospect evaluation binders and support materials for Donor Network and Leadership Cabinet member prospect evaluation meetings.
- Lead the thank you process for Leadership Society donors to ensure timely recognition of donors.
- Assist with the Leadership Step-Up program including data management and customized thank you letters.
- Respond to requests from the Corporate Engagement team to print individual, one-off, leadership kits and workplace giving leadership kits. Serve as the lead on preparing and printing custom pledge forms for leadership donors. Must be cross-trained on Tocqueville pledge form printing, leadership pledge form printing, corporate gift pledge printing and workplace giving kit printing. Assist in documenting Leadership Society pledge form printing process.
- Working closely with Engagement Managers for all donor networks, responsible for managing all Donor Network-led volunteer engagement programs and events including event recruitment, registration, invite design/graphic coordination, promotional materials, signage, presentation content, creation of mailing lists, and other event logistics and details.
- Effectively cultivate positive donor relationships in collaboration with marketing/communications by updating, creating, and reviewing content with targeted communications, web pages, sell sheets, and social media profiles.
- Ensure a positive donor/guest experience; conduct post-event analysis to identify opportunities for event improvements.
- Serve as Donor Networks liaison for weekly Volunteer Engagement Division meetings to ensure coordination between RD roles designed to sustain and increase giving levels and VE roles designed to primarily cultivate new volunteers; ensure collaboration between Donor Networks-led and Volunteer Engagement-led activities and events.
- Assist in the design and implementation of strategies to increase contributions from individuals who have participated in donor network volunteer activities. This includes identifying and coding prospects in United Way’s database.
- Under the guidance of the Donor Network Engagement Managers, assist each Donor Network volunteer committee/network engagement committee in identifying goals including but not limited to volunteer numbers for events, number of engagement activities, fundraising goals, etc.
- Lead volunteer kit packing for Donor Network Council members including prepping and printing of packets.
Provide excellent service to hundreds of Women Untied, Emerging Leader, Diversity, Technology United, and Retire United Council/Committee members and volunteers (including many top community leaders and high-level donors in the four-county community). Cultivate and sustain positive relationships with current and prospective Donor Network members. Ensure all volunteer events, programs, and activities are professionally executed and represent the donor network and the United Way brand. Combined, all activities achieve increased donor network membership, individual and workplace financial contributions tied to annual United Way campaign goals.
OTHER DUTIES:
- Assist in on-going research of businesses and individuals, fully utilizing the CRM database to assist in implementing effective growth strategies for the divisions.
- Report any volunteer or donor concerns and opportunities to appropriate staff in a timely manner.
- Participate in organization work groups that enhance fund development growth. Assist with writing donor and volunteer communications.
- Participate in Resource Development department work groups and other projects as assigned.
Understand administrative procedures and be able to provide backup to all other department support staff.
RECEPTION AREA COVERAGE
- Cover switchboard as needed to cover breaks and/or absences.
- Provide excellent customer service by assisting callers and visitors.
- Route business calls to the appropriate staff member.
- Assess situations and obtain help as needed for visitors and callers, including referring to 211 or other services.
This job has no supervisory responsibilities.
EDUCATION & EXPERIENCE REQUIREMENTS
- Associates degree and five-seven years of progressively responsible experience
- High level of proficiency with Microsoft Word, Excel, PowerPoint, Outlook or similar programs. Ability to produce and edit complex spreadsheets that include formulas. Ability to manage multiple calendars – experience with scheduling a plus.
- Ability to take minutes utilizing multiple methods.
- Ability to communicate and interact well on all levels.
- Demonstrated skills in letter and memo writing.
- 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 work environment using technical and interpersonal skills.
- Strong analytical abilities, 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.
- Ability to problem-solve and work flexibly.
- Excellent verbal and written communication skills.
- Ability to write content for publications that conforms to prescribed style and format.
- Ability to effectively present information to donors, volunteers, management, public groups, or others.
The physical demands at UWGMWC are representative of what is needed to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- 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.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- 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.
It is the policy of UWGMWC to comply with all relevant and applicable provisions of the Americans With Disabilities Act (ADA), as amended. UWGMWC will not discriminate against any qualified applicant with respect to any terms, privileges or conditions of employment based upon an individual’s physical or mental disability. UWGMWC will also make reasonable accommodation whenever and wherever possible for all employees or applicants with disabilities provided that the individual is otherwise qualified to safely perform the duties and assignments required by the job, and provided that any accommodation does not require significant difficulty or expense. UWGMWC’s policy of non-discrimination applies to all personnel and employment practices including, but not limited to, job application procedures, hiring, advancement, termination, compensation, job training and other terms, conditions and privileges of employment.
EQUAL OPPORTUNITY EMPLOYER
It is the policy of UWGMWC to provide equal employment opportunity to all individuals regardless of their race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, veteran status or military service, or other non-merit factor or other legally protected characteristic. This applies to all recruiting, hiring, placement, training, promotion, compensation, transfers and other employment-related programs and personnel actions.
COVID 19 PROTOCOL
- United Way of Greater Milwaukee & Waukesha County mandates that all employees be fully vaccinated against COVID 19. For purposes of this policy, an employee is considered fully vaccinated two weeks after receiving the second dose of a two-dose vaccine (Pfizer or Moderna) or one dose of a single-dose vaccination (J&J) as well as timely boosters.
- When requested, United Way will provide a reasonable accommodation/medical exemption for any disclosed medical condition or disability of a qualified individual or a sincerely held religious belief which prevents the employee from receiving a COVID-19 vaccination, provided the requested accommodation is reasonable and does not create an undue hardship for United Way and/or pose a direct threat to the health or safety of others in the workplace and/or to the requesting employee.
Job Summary
Employment Term and Type
Regular, Full Time
Hours per Week
37.5
Salary and Benefits
$19.96 - $22.00 DOE
United Way offers an attractive salary, and excellent benefits that include health, vision, and dental coverage, generous vacation and other paid time off, life insurance, retirement plan, free downtown parking, and much more!
Required Education
Associate Degree
Required Experience
5 to 7 years
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