Job Title:Administrative Assistant, Donor Engagement

Department:Donor Engagement

Reports to:Administrative Manager, Donor Engagement

Status:Exempt, Full Time

Date:December 19, 2016

Role Purpose

The position objective is to support the Donor Engagement team in meeting the organization’s annual revenue goals. This position will provideadministrative support to the Donor Engagement department so that its individual directors and managers are organized in their workflow and able to work in the field knowing administrative tasks are handled. This position will align their work to deliver the following Key Accountabilities.

Key Accountabilities

  • Accurately perform data entry in CRM systems to include report generation and support of the donor gratitude strategy.
  • Collaborate with Finance department to accurately record and report donor contributions, working quickly to address any errors.
  • Work in coordination with other Donor Engagement team members to tactically execute special events that prioritize individual and corporate donor engagement, gratitude, prospecting and connection to United Way’s Community Based Agenda.
  • Secure and support Donor Engagement team in the acquisition of all GCL and similar account revenue.
  • Support the Donor Engagement team in organizing any administrative work related to accomplishing the revenue goals for individuals and corporate accounts.
  • Proactively respond to donor inquiries, including answering questions and resolving concerns. Troubleshoot as necessary.
  • Support the administration of Tocqueville donor Community Investment Accounts to ensure rapid response and accuracy.
  • Track Donor Engagement department expenses to ensure appropriate spending to budget; complete check requests and purchase orders.
  • Provide individual and corporate donor research to Donor Engagement team.
  • Call and set appointments with donor prospects.
  • Perform all Donor Engagement administrative tasks such as:screening incoming phone calls and correspondence and timely response; scheduling;meeting preparation and minutes; ordering and maintenance of supplies.
  • Performs related duties as required.

Professional Competencies

Mission Focused

  • Strives vigorously to accomplish shared goals
  • Separates one’s own interests from organizational interests in order to make the best possible judgments

for the organization

Collaborator

  • Seeks and shares knowledge of community
  • Take a collaborative approach to addressing issues
  • Focuses on shared goals

Brand Steward

  • Acts with integrity and strong ethics to foster trust at all levels (personal, market, societal)
  • Internalizes the meaning and commitment of United Way and consistently acts according to its value and purpose
  • Is accountable and transparent with all stakeholders

Functional Competencies/Accountabilities

Manage Relationships/Relationship-Oriented

Is able to communicate effectively to develop, grow and sustain productive relationships. Knows how to capture and record relevant information and how to interpret and utilize the information to forge partnerships, collaborate, cultivate, grow, sustain and strengthen internal and external relationships.

  • Values diversity and inclusion
  • Effectively communicates
  • Treats others with respect and dignity
  • Actively listens to and facilitates diverse input and contributions

Self-Management

Presents oneself in an appropriate and professional manner. Communicates, acts, reacts and responds appropriately in all situations. Effectively utilizes interpersonal skills and political astuteness to engage with, lead and function as a member of a team as appropriate. Is trustworthy and acts with integrity, authenticity, humility and in good faith; respecting others’ opinions, priorities, values and interests.

Communication Skills

Understands and uses empathy, compassion and active listening. Has effective oral and written communication skills with an ability to relate with a diverse group of individuals or organizations in an effective manner.

Utilize and Acquire Knowledge

Is forward-thinking, focused on what is possible and seeks new tools and knowledge as needed. Is able to use technology when acquiring and utilizing knowledge, and is innovative and creative in its application. Seeks to continuously improve interpersonal and professional skills.

Achieve Results/Results-Driven

Is personally accountable for the results they achieve. Is able to adapt quickly to ever-changing environments. Is organized, able to plan, think strategically, and is creative, innovative, and appropriately persistent.

  • Has laser-focus on results and can effectively communicate goals and impact
  • Has the necessary organizational skills to deliver on business model

Education, Skills, Experience and Training Required

  • At least one year of administrative experience in either for-profit or nonprofit entities assisting and supporting multiple team members.
  • Ability to take initiative and be creative in thinking and solutions.
  • High-energy individual who exhibits a positive outlook who can manage ambiguity and change.
  • Manage expectations of internal team members effectively and a strong desire and aptitude to be part of a team environment.
  • Commitment to excellence and to the mission of United Way.

Technical Knowledge and Equipment

  • Proficient computerskills, including Google, Power Point, Excel and Hubspot or similar CRM system preferred.
  • Proficiency with social media preferred.
  • Experience with mail merges.
  • The incumbent in this position may operate any/all of the following equipment: telephone, cell phone and fax machine; computer, printer and related equipment; copy machine; audio-visual equipment; calculator.

Environment

  • The environment for this position is in an office that is clean and comfortable. It may include some minor annoyances such as noise, odors, drafts, etc. The incumbent is in a non-confined office-type setting in which he or she is free to move about at will. In addition, the incumbent will travel via personal vehicle or public transportation to client sites, workplace events, meetings, etc.

Physical Activity

In the course of performing this work, the incumbent:

  • Will spend substantial time standing, sitting, speaking and listening.
  • Must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

10/12/2018