Administrative Assistant, Volunteer Center - Milwaukee, United States - United Way of Greater Milwaukee & Waukesha County

Description

Job Title:
Administrative Assistant, Volunteer Center (Union)

Status:
Full-Time


Department:
Volunteer Engagement Grade: 24

Date Updated: 4/19/24 FLSA

Status:
Non-Exempt


SUMMARY

This position is responsible for smooth operations and day-to-day office activities and events at United Way's Johnson Controls Volunteer Center.

Leads organization and completion of administrative support task needs of Volunteer Engagement division.

Responsible for providing reception area (Welcome Desk) support including guest and visitor services; volunteer registration and check-in; coffee bar oversight; message receipt and transmittal; conference room/meeting administration for internal United Way meetings and external groups; volunteer engagement data entry for volunteer engagement contacts, division communications; mailing assembly and distribution; and other projects as assigned.

This position reports to the Manager, Volunteer Engagement.


RESPONSIBILITIES

Include the following, but are not limited to:

RECEPTION

• Leads reception of guests for all meetings and signature events held at the Volunteer Center during regular office hours, 8:30 am to 4:30 pm, Monday
• Friday.
• Provides courteous and helpful service to Volunteer Center visitors and guests. Obtain visitor name, nature of business, and notify person called upon.
• Signs for and accepts deliveries and pickups.
• Works closely with Operations and Facilities staff to store and organize deliveries and materials.
• Answers general inquiries and/or directs callers and visitors to appropriate staff member.
• Assesses situations and obtains help as needed for visitors and callers, including referrals to 21
• Ensures Volunteer Center is secure (daily office opening and closing), clean and orderly.
• Collaborates with Marketing & Communications in updating digital board postings in the Volunteer Center highlighting volunteer engagement sponsor/partner recognition and promotion of current engagement opportunities.
• Leads organizationwide communication on all events and meetings taking place in the Volunteer Center and ensures proper processes and procedures are in place and the appropriate staff are informed of all activities.
• Coordinates and staffs agency/partner pickups of resources mobilized at both United Way office locations (Milwaukee & Waukesha); including gift inkind contributions; supply drive products; and kit pack donations.

Expected Standard:

Office, front lobby, entryway and reception area and coffee bar are maintained in a clean, orderly and professional-looking fashion.

All volunteers, visitors and callers are greeted and welcomed in a prompt, friendly and professional manner. Office is clean and secure. The Volunteer Center Digital Board features inspiring examples of volunteers and posted information is accurate and timely. Both internal and external group meetings held in the Volunteer Center are properly supported. Staff are aware of activities taking place in United Way's Volunteer Center.


OPERATIONAL/ADMINISTRATIVE

• Maintains the Division calendar of internal, external, and yearround volunteer events and supports communications and scheduling for the Manager, Volunteer Engagement.
• Leads signature event preparations including reserving room space/event space as needed, placing catering orders, creating online registration and overseeing attendance on a regular basis.
• Manages the scheduling and preparation of the quarterly Volunteer Engagement Committee meetings including drafting agendas, sending committee communications, preparing handouts; taking meeting minutes; and assisting with virtual meeting/technology needs.
• Alerts and works with Operations Department on any office equipment maintenance or office supply needs for Volunteer Engagement team and the Volunteer Center.
• Manages the ordering of all coffee bar supplies and monitors coffee and hospitality equipment maintenance needs.
• Manages the calendar and scheduling of the Volunteer Vans and product deliveries/pickups, as needed.
• Reconciles monthly credit card expenditures and submits to Vice President of Organizational Collaboration for review and approval.
• Leads virtual filing system for Volunteer Engagement Division and seeks continued process and organizational improvement.
• Supports division events including overseeing event registration and checkin as well as other event duties, as assigned.
• Manages ANDAR data entry and maintenance ensuring data integrity including tagging all new contacts and adding them to existing mailing lists.
• Supports the administration, scheduling and facilitation of division and team meetings.
• Develops efficient processes to better organize, track and analyze volunteer related data.
• Provides backup Vine Street reception coverage on an as needed basis, including Vine Street Reception staff vacations, sick days, and breaks/lunch hours.
• Manages external community requests to utilize Volunteer Center conferenc