Administrative Assistant - Donor Networks
Milwaukee, WI 
Posted 4 days ago
Job Description
  • Provide administrative support to Manager, Individual Engagement & Women’s Philanthropy and Manager, Major Gifts & Planned Giving – 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.
  • This position reports to the Manager, Individual Engagement.

Include the following, but are not limited to:

  • 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 volunteer kit packing for Donor Network Council members including prepping and printing of packets.
  • Prepare prospect evaluation binders for Donor Network and Leadership Cabinet member prospect evaluation meetings.
  • Assist with Donor Networks and Leadership Society Cabinet member volunteer assignment support.

  • Lead the thank you process for Leadership Society donors to ensure timely recognition of donors.
  • Lead and manage kit packing and material production for more than 2,000 workplace giving leadership kits.
  • 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
  • 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 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.

  • 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.

  • 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.

  • 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.

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. 

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. 



Job Summary
Employment Term and Type
Regular, Full Time
Salary and Benefits
Required Education
High School or Equivalent
Required Experience
5 to 7 years
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