Administrative Coordinator, Philanthropy Team

Job Description

Job Description

By bringing people and organizations together to solve our region's most pressing issues, United Way of Greater St. Louis is making our community a better place to live, work, and thrive. It's more than a day job - it's a mission! Come work with us!

Job Summary :

The Administrative Coordinator is a high-level administrative position which focuses on data integrity, research, fund distribution, donor stewardship, reporting, and timely and accurate accomplishment of tasks. Serving as a process improvement partner with the department's Directors and Relationship Managers, the Administrative Coordinator proactively seeks and meets the needs of the Philanthropy team and its staff by managing and owning assigned departmental processes.

We offer a comprehensive benefits package including a hybrid work schedule, 12 days of vacation earned over the first 12 months of employment, sick pay, 10 company holidays, 5 1 / 2 flexible / personal holidays, 3 volunteer days, parental leave, health, dental, and vision insurance for you and your family beginning the first of the month after employment, life insurance, short term disability, long term disability, and a 403(b) with an organization match and 3-year vesting schedule.

General Responsibilities :

• Data Management : Responsible for proactively maintaining accurate, current information in database by updating regularly. Make changes to the database as needed or requested, adhering to organizational and departmental protocols with minimal error rate and timely completion.
• Mailings : Timely management of mailings for the Philanthropy team - including but not limited to - letters and emails.
• Document Preparation : Prepare paper and electronic correspondence, reports, manuals, statistical records and other documents that are accurate, detailed, clean, and timely. Format, proofread, print, and assemble documents such as manuals, emails, letters, briefings, and presentations. Seek approvals and signatures when necessary.
• Reporting : Extract data to include canned and custom reports. Analyze reports; identify basic trends; and brief results to Philanthropy team. Create charts, graphs, and PowerPoint presentations from extracted data.
• Meeting Preparation : Keep Philanthropy team well-informed of upcoming commitments through the development and coordination of a complex calendar, handling changes or cancellations as necessary and appropriate. Assist with preparation for meetings, including booking rooms, sending calendar invitations, managing attendance, and preparing materials. Provides Philanthropy team with background information, meeting summaries, and / or supporting documents for appointments, meetings, and speaking engagements. Participate in key meetings and provide written synopsis for consumption by department leaders.
• Research : Conduct internet and primary source research on companies and individuals that will bolster departmental and organizational efforts at donor and volunteer engagement.
• Correspondence : Direct mail to appropriate internal team member with instructions and / or suggestions for preparation of a reply. Determine which correspondence can be handled by self and take initiative in drafting responses for the Philanthropy team.
• Event Support : Handle the administration of mail merging, name tags, pledge cards, handouts, table tents, assembling materials, etc. Work closely with supervisor, Relationship Managers, and volunteers to help plan events and manage event registration using iAttend software.
• Telephone Communication : Receive limited incoming calls for the department; determine the nature of the call; take appropriate messages; and ensure caller receives appropriate transfer when necessary. Provide professionalism when answering the phone and greeting visitors / volunteers. As requested, initiate phone calls to external and internal stakeholders, to include donors and community leaders, in support of United Way's mission.
• General Administrative Support : Provide administrative support to all Philanthropy team members, as directed by supervisor. Manage invoices and check requests, following up with teammates to ensure payment.

Key Accountabilities :

Knowledge, Skills and Abilities :

Employment is contingent upon passing a background check.

United Way of Greater St. Louis is an Equal Opportunity Employer.