Administrative Assistant, Corporate Engagement
Milwaukee, WI 
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Posted 30 days ago
Job Description
Provide administrative support to Manager, Corporate Engagement and Corporate Engagement Team – including Corporate Engagement, Non-Profit and Sports Marketing Division support.  Provide administrative support for Corporate Engagement and Non-Profit Campaign Cabinet and Fundraising Volunteers.  Provide administrative support for Loaned Executive Program.  Manage registration for United Way events (Kickoff, Closing, Annual Meeting, etc.).  Act as lead for temporary staff from Grand Avenue Club and Administrative Loaned Executives.  Provide additional administrative backup for the Resource Development Department.  Provide Data Management Assistance.  This position reports to the Manager, Corporate Engagement.

RESPONSIBILITIES
Include the following, but are not limited to:

SUPPORT CORPORATE ENGAGEMENT TEAM
  • Provide administrative support for Corporate Engagement Manager and Account Managers.
  • Research companies and individuals in division to maintain accurate records and identify new prospects.
  • Update individual and company information in database, including addresses, names, salutations, employee numbers, CEO, Ambassador Contact information, etc.
  • Assist in preparation of CEO Call Notes.
  • Proofread documents such as letters, emails, communication to external stakeholders, and printed materials.
  • Data entry including demographics, volunteer assignments, goals and call emphasis.
  • Manage LIVE UNITED T-shirt inventory and requests for Resource Development.
VOLUNTEER MANAGEMENT SUPPORT
  • Assist in coding volunteer prospects.
  • Prepare materials for Corporate Engagement Division Cabinet Meetings.
  • Manage Prospect Evaluation calendar for Resource Development team.
  • Prepare Prospect Evaluation materials for Corporate Engagement prospect evaluation meetings.
  • Provide support for Fundraising Best Practices training, both in preparation leading up to and on the day of all trainings.
  • Serve as project manager for the kit-packing process, including printing and packing materials.
  • Make follow-up calls if needed to Fundraising Volunteers and Campaign Cabinet members.
  • Enter volunteer feedback into CRM and update call status codes as needed.
LOANED EXECUTIVE PROGRAM COORDINATION
  • Support Loaned Executive Sponsorship solicitation and tracking.
  • Support Loaned Executive recruitment, hiring and onboarding.
  • Schedule virtual meetings or meeting rooms and set up for Loaned Executive Training.
  • Schedule off site meetings and agency visits during Loaned Executive Training.
  • Assemble welcome materials and training binders for Loaned Executives.
  • Order meals as needed and help with setup and cleanup.
  • Schedule weekly Loaned Executives Meetings at United Way and agency program partners (including tour) and arrange for speakers from agencies for meetings.
  • Plan and execute LE End of Year Recognition Event.
  • Assist HR with pre-onboarding communications, collection of onboarding paperwork, and end of year evaluations.
LEAD STAFF FOR STAFF FROM GRAND AVENUE CLUB AND ADMINISTRATIVE LOANED EXECUTIVES
  • Assist Manager, Corporate Engagement in hiring, onboarding and overseeing staff from Grand Avenue Club.
  • Assist Manager, Corporate Engagement in hiring, onboarding, training and managing team of Administrative Loaned Executives.
  • Oversee collateral shelves of marketing materials to ensure they are neat and stocked.
  • Manage the following processes carried out by Administrative Loaned Executives during Campaign:
    • Printing and packing customized pledge forms
    • Soliciting, tracking and distributing incentives
    • Ambassador and CEO Thank You Letters
    • Campaign Billboard Process
    • Weekly Loaned Executive Meeting Agendas
    • CRM Updates
  • Year-round contact for any tasks assigned to ALEs during Campaign Season.
MANAGE REGISTRATION FOR MAJOR UNITED WAY EVENTS
  •  Serve as key contact for Campaign Kickoff, Campaign Closing and Annual Meeting registration.
  •  Update records in CRM to reflect registrations and attendance.
  •  Recruit volunteers to assist with on-site registration and act as on-site lead.
ASSIST DATA MANAGER IN AWARDS VERIFICATION PROCESS
  • Create forms to be reviewed by all Corporate Engagement Account Managers.
  • Enter any changes into CRM after forms are reviewed by staff.
  • Prepare mass email and forms to be sent to ambassadors to verify recognition names and levels.
  • Enter feedback from ambassadors and account managers for final approval.
ADMINISTRATIVE BACKUP SUPPORT
  • Provide additional administrative backup for the Resource Development Department.
  • 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 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 five years of progressively responsible experience.
  • High level of proficiency with Microsoft Word, Excel, PowerPoint, Outlook or other similar programs.  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, dictation and transcription. Ability to 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.
ACCOUNTABILITY & DECISION-MAKING
Responsible for producing error-free documents.

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.
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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