Administrative Assistant, Resource Development
Milwaukee, WI 
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Posted 30 days ago
Job Description
  • Provide administrative support to Vice President of Resource Development and Major Gifts team, and backup support to the Chief Executive Officer. 
  • Provide administrative support to annual Community Campaign Co-chairs and Campaign Cabinet.
  • Recognize and maintain the confidentiality and sensitive nature of division matters.
  • Anticipate potential problems and develop solutions.  
  • This position reports to the Vice President, Resource Development
RESPONSIBILITIES
Include the following, but are not limited to:

ADMINISTRATIVE SUPPORT FOR VICE PRESIDENT OF RESOURCE DEVELOPMENT AND MAJOR GIFTS TEAM

  • Provide administrative support for the Vice President - Resource Development and provide backup support for President and CEO as needed including organizing, planning, and follow-through.  
  • Manage Vice President - Resource Development’s calendar and schedule meetings on behalf of Vice President - Resource Development.
  • Aid Vice President - Resource Development with onboarding new direct reports.
  • Coordinate meeting activities including scheduling, sending meeting notices, handling meeting set-up, preparation of materials/supplies, contacting volunteers and preparing agendas. 
  • Prepare minutes and take notes for meetings, including Campaign co-chair meetings and other meetings as needed.
  • Maintain Resource Development’s shared Outlook calendar.
  • Maintain Resource Development department’s organizational chart.
  • Coordinate the production of key division documents, including but not limited to all Jane Bradley Pettit and Tocqueville Society solicitation materials.
  • Assist Major Gifts staff in the planning and coordination of meetings, division reports, and other fund development activities.
  • Assist department staff in fulfilling campaign timelines for Tocqueville and Jane Bradley Pettit Society solicitations and special gifts/individuals.
  • Lead the thank you process for Tocqueville and Jane Bradley Pettit donors to ensure timely and accurate recognition of donors.
  • Work with Resource Development staff on the accuracy of the Tocqueville and Jane Bradley Pettit Society members in the leadership registry.
  • Gather and submit data to United Way Worldwide for the National Tocqueville Registry.
  • Assist with ANDAR (donor database) system maintenance for Major Gifts records and ensure account data is accurate and up to date.
  • Aid in obtaining (and approval for using) volunteer letterhead and signatures.
  • Coordinate the invitation mailings of Tocqueville and Jane Bradley Pettit Society events and manage the RSVP process, communicating status of responses with manager; provide some phone follow up.
  • Maintain office documentation for Tocqueville and Jane Bradley Pettit Society.
  • Create and mail stock gift acknowledgement letters.
  • Assist Manager – Major Gifts and Planned Giving with endowment, honorarium, and memorial gifts processing and acknowledgement letters.
  • Create and mail letters to new C-Suite executives from our existing and potential corporate partners on behalf of President and CEO.

RESOURCE DEVELOPMENT ANNUAL CAMPAIGN CO-CHAIR & CABINET ORGANIZATION

  • Maintain a campaign calendar of meetings which include but are not limited to cabinet meetings, Campaign kickoff and closing, and corporate CEO calls for all Community Campaign Co-Chairs.
  • Serve as a point person for co-chair assistants.
  • Obtain co-chair signatures for mailings.
  • Assemble co-chair meeting materials.
  • Send meeting reminders before the co-chair meetings.
  • Keep attendance for Cabinet Meetings and prepare minutes for all co-chair meetings.
  • Maintain updated and accurate cabinet rosters, including current contact information, throughout the year.
  • Enter/update cabinet member information in ANDAR including volunteer activities. 
  • Responsible for cabinet meeting attendance list; name tents; name badges, seating charts, room setup, ordering food, etc.
  • Provide cabinet & assistants’ emails to IT for entry on main email lists.
  • Send cabinet welcome packet.
  • Send weekly updates and communication to all campaign cabinet members with campaign status and updates.

RESOURCE DEVELOPMENT DATA MINING AND DATA INTEGRITY
  • Create custom data mines and execute basic reports using CRM reporting tools and Excel based on requests from Vice President - Resource Development and Major Gifts team.
  • Monitor United Way’s Live United email box and update CRM to ensure data integrity. 
  • Process Leadership Verification forms and update donor database as needed.
  • Merge duplicate donor accounts as necessary and maintain Monitor Accounts Created Online audit dashboard within donor database.
 ADMINISTRATIVE SUPPORT FOR OTHER RESOURCE DEVELOPMENT PROJECTS
  • Register Resource Development professionals and VP Resource Development for external luncheons and events.
  • Conduct research as directed using local publications, websites or other sources.  
  • Order Resource Development division’s office supplies when necessary.
  • Manage scheduling and agenda for WOW (Waukesha, Ozaukee, and Washington Counties) meetings.

RECEPTION AREA COVERAGE

  • Cover switchboard on designated days, breaks, and as needed on other days.
  • Work with front desk team to ensure coverage when you are not available on your scheduled day.
  • Provide excellent customer service by assisting callers and visitors.
  • Route business calls to the appropriate staff members.
  • Assess situations and obtain help as needed for visitors and callers, including referring to 211 or other services.

OTHER DUTIES

  • Actively participate in special work-groups and projects as assigned.

SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.

EDUCATION & EXPERIENCE REQUIREMENTS
  • High school diploma or GED and minimum five (5) years of progressively responsible experience.
  • High level of proficiency with Microsoft Word, Excel, PowerPoint, Outlook or other similar programs.
  • High level of proficiency working within United Way’s CRM.
  • Ability to produce and edit complex spreadsheets that include formulas. Ability to manage multiple calendars experience with scheduling executives a plus.
  • Ability to take minutes and communicate and interact well on all levels.  
  • Demonstrated skills in letter and memo writing and development. Demonstrated attention to detail and organizational details.

CORE COMPETENCIES
  • 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.

ADDITIONAL SKILLS & COMPETENCIES
  • Ability to work in a complex environment using technical and interpersonal skills.  
  • Strong analytical abilities, also 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.
  • Proactively communicates with team members on status of projects, tasks and deadlines.
  • Ability to problem-solve and work with flexibility. Able to quickly adapt to change.
  • Ability to remain productive and calm in a fast-paced and sometimes stressful environment.
  • Allocates time efficiently to the most important issues and knows what to spend time on; completes work in a timely and accurate fashion.

LANGUAGE SKILLS

  • 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.

MATHEMATICAL SKILLS 

  • 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 and utilize computer reports using the above computer programs. 

ACCOUNTABILITY & DECISION-MAKING

  • Responsible for producing error-free documents.
  • High level of attention to detail.

REASONING ABILITY 

  • Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

PHYSICAL DEMANDS
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.
WORK ENVIRONMENT
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.

AMERICANS WITH DISABILITIES
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. 
 
  • 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
$19.70 per hour 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
High School or Equivalent
Required Experience
5 to 7 years
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