Administrative Assistant - Receptionist
Milwaukee, WI 
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Posted 25 days ago
Job Description
Responsible for providing administrative support to Volunteer Engagement Division along with reception area support including switchboard operation, guest and visitor services and conference room administration (scheduling, coordination, tracking, etc.).  Support administrative needs of Human Resources as assigned.  This position reports to the Vice President of Volunteer Engagement.

RESPONSIBILITIES
Include the following, but are not limited to:

RECEPTION/SWITCHBOARD
  • Operates telephone console to receive incoming calls and provides professional, courteous telephone answering and call/message routing services to the organization.
  • Receives and welcomes visitors. Obtain visitor name, nature of business, and notifies person called upon.
  • Provides courteous and helpful service to visitors and guests.
  • Signs for and accepts deliveries and monitors pick-ups.
  • Answers general inquiries and/or directs callers and visitors to appropriate resources.
  • Maintains secure, clean, and orderly reception area and related materials and documentation.
Expected Standard:  Front lobby, entryway and reception area are maintained in a clean, orderly, and professional-looking fashion.  All visitors and callers are greeted and welcomed in a prompt, friendly and professional manner.

CONFERENCE ROOM ADMINISTRATION
  • Schedules meetings, communicates with customers per procedures, and maintains corresponding calendars for conference rooms/meeting space; including community requests to utilize the Volunteer Center meeting space when available.
  • Works with staff and customers, as necessary, to provide meeting room services and resolve issues as they arise.
  • Maintains Vine Lobby Monitors in coordination with Volunteer Engagement staff.
  • Coordinates set up requirements and scheduling with building superintendent and any other staff required to provide coverage and services.
  • Generates invoices for services for the use of conference rooms to external agencies, track payment of invoices and follow-up on past due bills.
  • Works closely with job share partner to provide consistent, accurate scheduling, sharing communications and communicating special needs, and any other items necessary enabling partner to provide a smooth flow of services.
Expected Standard:  Meeting rooms are scheduled accurately, and rooms are prepared as requested.  Customers receive prompt, courteous and responsive service.

ADMINISTRATIVE SUPPORT
  • Enter volunteer engagement data into ANDAR database and run reports as requested.
  • Support Volunteer Center event supply inventory, materials preparation, and project meeting space set up.
  • Support Diaper Bank monthly data collection and Diaper Hub orders/distribution schedules.
  • Support Volunteer Engagement external communications as assigned.
  • Support internal and external communications/postings of UWGMWC job openings on selected sites and monitor submissions.
  • Schedule interviews as requested.
Expected Standard:  Data entry/maintenance, administrative tasks, and communications are timely, accurate and professional.  Outreach and service to nonprofit partners are professional and result in positive experience.

SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.

EDUCATION & EXPERIENCE REQUIREMENTS
  • High school diploma or GED and five years of progressively responsible experience.
  • Excellent computer experience and competence with Microsoft Office and other similar programs utilized by department.
  • Excellent customer service and professionalism.
  • Ability to communicate and interact well on all levels: telephone, written and interpersonal.
  • Ability to manage multiple tasks and demonstrate accuracy/attention to detail.
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 and fast-paced environment using technical and interpersonal skills.  Strong 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 with flexibility.

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 manager, department colleagues, customers, 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.

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
$19.60 - $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
High School or Equivalent
Required Experience
5 to 7 years
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