HEART OF FLORIDA UNITED WAY



HEART OF FLORIDA UNITED WAY

POSITION DESCRIPTION

TITLE: Donor & Volunteer Engagement Administrative Assistant

FUNCTION AREA: Marketing/Volunteer/Resource Development/Major Gifts

REPORTS TO: Senior Vice President, Donor & Volunteer Engagement

DEPARTMENT: Donor & Volunteer Engagement

FLSA: Exempt

CORE VALUES:

• Passion Dive in- Create enthusiasm and inspire others.

• Authenticity Be Real- Keep it honest and set the example.

• Collaboration Live United- Work together and mobilize for change.

• Empowerment Own it- Be courageous and make it happen.

POSITION OBJECTIVE:

Works with the general supervision of the Sr. Vice President of Donor & Volunteer Engagement and input from function area leads. This role functions as an administrative assistant for the Donor & Volunteer Engagement Department, supporting all function areas including Resource Development, Major Gifts, Marketing and Volunteer Resource. This role provides administrative support and performs a variety of duties to further the mission of the organization while exercising good initiative, independent and critical thinking skills and sound judgment. Responsible for the daily operations and execution of tasks within the department.

GENERAL JOB RESPONSIBILITIES/DUTIES:

Provide administrative support to the Sr. Vice President of Donor & Volunteer Engagement and function area leads.

Prepare PowerPoint presentations, Excel spread sheets, mail merge correspondence, log notes into Andar and update records and lists.

Ensure proactive monitoring and maintenance of the database system, while maintaining data quality control with data entry.

Coordinate reservations, schedule appointments and process paperwork.

Research, screen, track and monitor donor status in Andar upon request.

Support coordination of donor engagement programs and special events.

Support donor research process in Andar and external systems.

Respond to telephone, e-mail, and individual inquiries, providing information, redirecting calls, or taking messages using excellent customer service skills.

Prepare correspondence, reports, and statistical information from rough drafts, editing grammar, punctuation, and/or spelling as needed. Responsible for various merge correspondence to volunteers.

Follow internal standard operating procedures to complete interdepartmental tasks, including submitting DMOs, work orders, etc. on behalf of the department.

Create, update, copy, and assemble required reports, materials, or research packets.

Support in coordinating and scheduling activities in preparation for meeting events.

Attend and record minutes for all assigned meetings.

Orientation of external volunteers and interns.

Coordinate on-boarding procedure for new function area employees.

Assist in maintaining function area Sharepoint pages.

Perform other duties as assigned including but not limited to serving as lead or support staff on team committees, special projects and special events.

FUNCTION AREA RESPONSIBILITIES/DUTIES:

• Accurately manage and maintain Marketing Production Timeline and track all Work Orders for the department.

• Assist in event planning, event execution and production by soliciting quotes and dates from venues; maintaining files, and coordinating details as requested.

• Support donor recognition programs including the inventory of incentives, materials, and awards.

• Coordinate and execute the donor thank you process on a regular and timely basis.

• Work with organizational promotional needs including requests for items, speakers, materials, etc.

• Solicit and track both print and production quotes from external vendors and partners.

• Coordinate with key volunteers and leadership on producing the agendas, invites and meeting minutes for volunteer committees along with a year-end thank you to volunteers.

• Work with donors to provide Speakers Bureau engagements and Agency Fair opportunities with partner agencies and workplace campaign ECM’s.

• Assist in organizing Loaned Executive and Employee Campaign Manager Trainings.

• Assist with offsite events held by major accounts as needed.

• Assist in organizing Speakers Bureau Training.

• Updating Monitoring Reports and send weekly to Corporate Engagement Managers.

• Provide support and coordination for all engagement opportunities for partners, including but not limited to corporate partner volunteer events, speaking engagement requests, etc.

• Provide support for committees, both internal and external.

• Assist, as necessary, in supplemental research for meetings, presentations or special projects.

PHYSICAL DEMANDS:

Physical demands include sitting or standing for extended periods of time, bending, occasional lifting of items weighing up to approximately 25 pounds, regularly moving throughout the building between floors, traveling to outside meetings, regular use of standard office equipment such as the telephone, copier, fax and computer. Demands also involve protracted concentration. Reliable transportation is required. Job involves frequent interactions with internal and external customers, and routinely intense public contact.

EDUCATION AND EXPERIENCE:

• Associate’s degree or equivalent combination of education and experience are required. Bachelor’s degree preferred.

• Minimum three years of administrative experience supporting multiple people with strong attention to detail.

• Prior experience working with volunteers preferred.

Work requires good reading, writing and proofreading skills. Must be able to edit, complete and assemble spreadsheets and reports.

Demonstrated proficiency with Windows and Microsoft Office Suite, ability to type a minimum 55 WPM, ability to use common office equipment such as copier and fax.

Experience with relational databases helpful.

Prior non-profit experience strongly preferred.

Must be able to prioritize heavy workload in fast paced environment.

Must be personable with excellent verbal and written communications skills, and be able to interact with a variety of individuals/organizations while maintaining confidentiality and professionalism.

EMPLOYER’S RIGHTS:

The information on this description has been designed to indicate the general nature and level of work performed by employees within this classification; is not intended to be an all-inclusive list of duties. You may be required to perform other duties as assigned by your supervisor or management. You will be evaluated in part based on your performance of the tasks listed in this job description. Employees moving into this position work on a ninety (90) day introductory basis after assuming these responsibilities.

The employer has the right to revise this job description at any time. The job description is not a contract for employment and either you or the employer may terminate at any time for any reason.

Acknowledged:

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Employee Signature Date

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Print Name

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