Job Details

Operations Coordinator

United Way of Columbia Willamette, Downtown Portland

Job - Non-Profit

Close Date: 08/26/2019

Work Schedule: 38 hours per week: Monday-Thursday, 8:00 am to 5:00 pm; Friday 8:00 am to 3:00 pm. (Time frames subject to change at employer’s discretion.) Possibility of occasional overtime. Due to the reception responsibilities included with this position, this role is not eligible for the organization’s flexible scheduling program.

Hiring range: $34,347-$41,217, DOE/EOE. First review of applications begin 7/27/19.

Overall Purpose of this Role:
Perform administrative duties in support of the Senior Manager-Building Services, Chief Development Officer, VP-Major Gifts, VP-Finance, Chief Impact Officer and the Senior Development Officer. Coordinate reception services, serving as the organization’s primary receptionist, and ensuring the smooth operation of the reception area, lunchroom and kitchen, and copier and mailroom. Project the welcoming and helpful culture of United Way by greeting individuals with a positive, professional demeanor and providing them with the highest level of customer service.

Key Accountabilities:
Operations and General Administrative Support 35%
• Provide administrative support to the Senior Manager-Building Services, VP–Finance, and Chief Impact Officer ensuring a high degree of accuracy, thoroughness, and confidentiality. Schedule and calendar meetings, conference calls, appointments, and other activities. Duties include faxing, copying, scanning, collating, and performing other administrative duties as requested.
• Support meetings and events led by the Senior Manager-Building Services, including scheduling, meeting/event logistics, advance and follow-up correspondence and materials for meetings, and meeting notes/distribution on a timely basis. Meetings include but are not limited to Green Team, Building Committee, and Safety/Emergency Team.
• Maintains electronic and physical records for the VP-Finance (e.g., legal, regulatory, contractual, and United Way Worldwide filings).
• Complete purchasing requisitions, process invoices, expense reports and timekeeping records.
• Compose, type, and proofread correspondence, including email communication, as requested.
• Maintain United Way information in-box, forwarding electronic faxes daily to the appropriate staff person (emails are forwarded by Marketing).

Resource Development Administrative Support 25%
• Perform specific tasks in support of the Chief Development Officer, Vice President-Major Gifts, Chief Impact Officer and the Senior Development Officer as follows:
• Scheduling internal and external meetings, confirming external meetings 1-2 days prior to scheduled date
• Basic presentation/proposal formatting through PowerPoint, MS Word, Excel
• Organizing and matching donor fundraising appeals and acknowledgment letters with accompanying envelopes.
• Ordering catering for donor events and engagement opportunities among internal staff members. Assisting with attendee tracking for donor events and engagement opportunities within the community.
• Coding the Chief Development Officer’s credit card receipts monthly.
• May participate, at the CDO’s request, in monthly RD Department Team meetings (approximately 90 minutes).
• Participate in semi-monthly check-in meetings (30 minutes each) with the Chief Development Officer and the VP-Major Gifts.

Reception 15%
• Answer attendant console calls and directs callers to the appropriate departments and/or community resources, e.g., 211info.
• Coordinate and schedule relief coverage for reception desk, ensuring that a three-month coverage schedule is in place at all times.
• Train new reception pool staff on front desk call processes and procedures. Take the initiative in working with the Senior Manager-Building Services and the Chief Financial Officer to plan and provide an annual refresher training for the team
• Maintain reception and guest seating area in an orderly manner
• Open morning mail and sort it in priority grouping, contacting appropriate departments for pick-up and placing in interoffice mail slots
• Process incoming cash donations, checks, credit card and pledge forms according to accounting protocols.
• Complete daily check log by entering check received in morning mail into a registry log, then forward check to accounting.
• Coordinate sign-out process for meeting and storage room keys
• Coordinate incoming/outgoing mail and deliveries.
• Maintain parking stamp validation process, archiving staff parking log sheets, and balancing invoices. Ensure that those receiving parking validation sign the log and meet the organization’s criteria for parking validation.

Conference Room and Outlook Calendar Coordination 10%
• Provide customer service and on-boarding for conference room event clients. Maintain meeting room calendars in Outlook
• Coordinate conference room usage by outside groups, including schedules, agreements, invoices, and tracking. Includes notifying Senior Manager-Building Services when weekend or late meetings are scheduled. Coordinate application process for outside meeting room use.

Copier/Mail Room 5%
• Apply postage to daily outgoing mail, included shipping occasional parcel with most cost-effective means of shipping. Coordinate back-up processes when out of the office.
• Coordinate USPS mail delivery and pick up with courier. Includes communicating and working with others as the central location for courier pick up/receiving for organization.

• Ensure reception relief pool receive training to perform copier/mail duties.

Lunch Room/Kitchen 5%
• Maintain lunchroom and kitchen, including coffee service, ordering supplies, and restocking
• Start dishwasher daily; load and unload dishwasher. Coordinate with others when backup reception relief is provided to ensure that this occurs
• Coordinate with others to ensure dishwasher is loaded, started, and unloaded during peak usage times, e.g., meetings, potlucks, catering
• Keep general lunch room/kitchen area orderly and neat

Ad Hoc Administrative Duties 5%
• Maintain inter office mail slots by adding and removing names, and making changes in a timely manner.
• Update “UW Front Desk Breaks and Lunch Coverage” and “Building Guideline and Office Procedures” each time a process changes
• Maintain UW network drives protocols, file naming and archive process for All-Staff, Finance, and Building Services network drives
• Maintain updated Operations Coordinator Core Responsibility documents, including backup processes
• Provide courteous and sensitive customer service to both internal and external customers
• Maintain a positive people approach; seek out work to be done; serve more than one customer at a time in an efficient and positive manner; work under pressure, deadlines, and time constraints; and work independently and as part of a team
• Attend organizational, departmental, and committee meetings as directed
• Participate as a collaborative member of the organization’s administration team, providing assistance where needed to ensure that the administrative needs of the entire organization are met
• Perform other duties as assigned by the Senior Manager-Building Services

Experience, Education, Skills, and Training:
• 3+ years of administrative experience, or comparable combination of experience and education
• Reception experience a plus, as well as experience assisting individuals seeking community resources
• Patience, good listening skills, and the ability to assist individuals in a thoughtful and respectful manner required
• Experience working with diverse populations and stakeholders preferred
• High level of proficiency with Microsoft Outlook, Word, PowerPoint, and Excel
• Ability to handle confidential material in a discreet, professional manner without compromise.

Competencies and Required Skills:
• Accuracy, thoroughness, exceptional attention to detail and follow through.
• Strong spelling, grammar, punctuation, and proofreading abilities
• Strong organization and planning skills, and ability to multi-task.
• Outstanding interpersonal, team, and customer service skills; projecting a positive, supportive attitude.
• Results-oriented, self-directed, and personally accountable for expectations, timelines, and measures. Meets deadlines based on customer needs.
• Must work with a sense of urgency when time lines require it
• High level of written and oral communication skills
• Flexible; can change focus and priorities easily; able to prioritize and multi-task in a busy environment with multiple interruptions daily
• Proactive, able to anticipate problems and plan solutions. Able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form
• Ability to review own work, recognize problems and errors, and determine appropriate corrective action
• Ability to take direction well and respond appropriately
• Punctual and reliable

Physical Requirements: • Work is primarily performed indoors, within an open office setting with a moderate noise level and occasional exposure to scents.
• Frequently required to sit/ at computer in a stationery position.
• Frequently operates a computer and other office productivity equipment, such as copy machine, printer, phone, and fax machine.
• Frequently required to move about inside the office for meetings, access to information, office equipment, etc.
• Occasionally required to lift up to 10 pounds to stock office and kitchen supplies, reaching overhead and bending

Mission Focused
Ability to link donor, volunteer, and advocates' aspiration to needs
Ability to catalyze others' commitment to mission
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

Understands and motivates individuals and organizations
Values diversity and inclusion
Effectively communicates
Treats others with respect and dignity
Actively listens to and facilitates diverse input and contributions

Seeks and shares knowledge of community
Takes a collaborative approach to addressing issues
Focuses on shared goals
Mobilizes a broad range of sectors and resources

Has a searing focus on results and can effectively communicate goals and impact
Advocates for support of education, income, and health
Promotes innovation/willing to take risks
Develops relationships to drive resources and results
Has the necessary organizational skills to deliver on business model

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
Demonstrates the values of the network; is a good system-citizen
Is accountable and transparent with all stakeholders

Supervision and Working Relationships:
Supervisory Direction Received:
• Position works under the general direction of the Senior Manager-Building Services but will receive work requests from the Chief Development Officer and the Vice President-Major Gifts, as well as other staff members requesting assistance with meeting coordination.
• Requires planning and arranging of own work in relation to overall set objectives
• Work subject to review and evaluation by the Senior Manager-Building Services

Working Relationships:
• United Way staff, external guests, donors, agency/program staff, building contractors, community representatives, the general public, benefit providers, and volunteers.

• No direct reports

Complete details: