Administrative Assistant, Donor Networks
Change people's lives - in this key administrative role!!
Milwaukee, WI 
Posted 9 months ago
Position No Longer Available
Position No Longer Available
Job Description
United Way of Greater Milwaukee & Waukesha County has a rare opportunity for an accurate and organized Administrative Assistant – Donor Networks, working in our Resource Development (Campaign) department to provide full-time administrative support and assist in the planning and organizing of donor network events and meetings for individual giving programs.

Position Overview: 
  • Provide administrative support to Manager, Donor Networks and Donor Networks team – including Community Divisions, Donor Networks, and Leadership Society.
  • Provide administrative support for Donor Network Councils, Leadership Cabinet, 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.



  • 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 notes.
  • 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.
  • 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.
  • Perform annual audits for Donor Network program demographics to ensure accurate reporting.
  • Provide statistics, generate reports and information for volunteers and staff as needed.
  • Lead the thank you process for Leadership Society donors to ensure timely recognition of donors.
  • Manage kit packing and material production for more than 2,000 workplace giving Leadership kits.
  • Assist with annual donor recognition publication process and ensure that information is accurate for over 5,000 individual donors and over 1,500 companies.
  • Assist with the Leadership Step-Up program including data management and customized thank you letters.
  • Coordinate Volunteer Kit-Packing for Donor Networks.
  • Prepare prospect evaluation binders for Division prospect evaluation meetings.
  • Prepare and print custom pledge forms.
  • Assist with volunteer assignment support.
  • Assist in on-going research of businesses and individuals.
  • Report any volunteer concerns and opportunities to appropriate staff in a timely manner.
  • Fully utilize the donor management database to assist in the implementation of effective growth strategies for the divisions.
  • 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.

  • 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.
SUPERVISORY RESPONSIBILITIES: No supervisory responsibilities.



  • High school diploma or GED and five 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.
  • 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.
  • Ability to read and interpret general business periodicals, professional journals, or technical procedures.
  • Ability to write reports, business correspondence, and procedure manuals.
  • Ability to effectively present information and respond to questions from groups of managers, customers, other employees, and the general public.
  • Ability to communicate and work effectively with volunteers and others in the community representing a broad range of interests and backgrounds.
  • Demonstrated verbal and written communications skills.
  • Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.
  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
  • Ability to compute rate, ratio and percent.  Ability to analyze data.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written or oral form.

While performing the duties of this job, the employee is regularly required to talk or hear.  The employee frequently is required to sit.  The employee is occasionally required to stand; walk; and use hands to finger, handle or feel.  The employee must occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

The noise level in the work environment is usually moderate.

Equal Opportunity Employer


Special Notes/Instructions
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Contact Information
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Position No Longer Available
Job Summary
Start Date
Employment Term and Type
Regular, Full Time
Hours per Week
Salary and Benefits
$18.59 - $21 per hour DOE
This is an hourly position with a 7.5 hr day (37.5 hrs/week). United Way offers an attractive salary, excellent benefits that include health, vision, and dental coverage, generous vacation and other paid time off, paid life and disability insurance, retirement plan, free parking, and much more!
Required Education
High School or Equivalent
Required Experience
5+ years
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