Job Title: Administrative Coordinator

Organization: United Way of Reno County

Location: Reno County, KS 

Position Type: Full-Time

Position Overview:

The Administrative Coordinator at United Way of Reno County will play a vital role in front desk operations and administrative support. You will interact with donors, clients, and staff, ensuring a welcoming environment and efficient office processes. We are looking for an organized, detail-oriented individual with a passion for supporting our mission.

Key Responsibilities:

1. Phone Handling & Greeting:

• Phone Handling: Professionally answer incoming calls with a clear and courteous demeanor. Provide accurate information or redirect calls to the appropriate departments as necessary. Use critical thinking skills to assess the urgency and needs of individuals, particularly those in crisis, and direct them to appropriate community resources and support services.
• Greeting Visitors: Welcome visitors warmly, creating a positive first impression. Assist visitors promptly and efficiently, addressing their inquiries or concerns and ensuring they are directed to the appropriate person or department.

2. Dolly Parton Imagination Library Program:

• Program Administration: Oversee the day-to-day operations of the Dolly Parton Imagination Library program. Manage enrollments by processing applications and updating records. Ensure accurate and up-to-date participant communication, addressing any questions or issues related to the program.
• Record-Keeping: Maintain detailed records of program participants, including enrollment status and communication history. Ensure data accuracy and confidentiality.

3. Finance Support:

• Data Entry: Assist the Finance Manager with entering financial data into accounting systems accurately. Support with tasks such as reconciling accounts and preparing financial reports.
• Financial Tasks: Aid in other finance-related duties as required, including tracking expenses, managing invoices, and ensuring compliance with financial policies.

4. Donor Database Management:

• Data Entry: Accurately enter daily donations and gifts into the donor database system. Ensure that all information is recorded correctly and promptly.
• Database Management: Regularly update donor information, manage records, and generate reports as needed. Maintain the integrity of the database by following best practices for data entry and record-keeping.

5. Office Inventory:

• Supply Management: Monitor and manage office supplies and inventory levels. Conduct regular checks to ensure adequate stock of necessary items.
• Procurement: Reorder supplies as needed, manage vendor relationships, and handle purchases. Ensure that office equipment and supplies are well-maintained and available for use.

6. Meeting Coordination:

• Scheduling: Schedule and coordinate meetings, including booking conference rooms and organizing logistics for company events. Ensure that all arrangements are made in advance and that resources are available.
• Minutes Recording: Accurately record minutes during board meetings and other significant meetings. Distribute meeting minutes and relevant documents to participants in a timely manner.

7. Mail & Supply Management:

• Mail Handling: Run errands to collect and distribute mail from various locations, ensuring timely delivery and proper handling of correspondence.
• Deposits: Make bank deposits as required, ensuring that all transactions are processed accurately and in a timely manner.
• Supply Pickup: Retrieve necessary supplies from local vendors as needed, ensuring that all procurement activities align with organizational needs and policies.

Qualifications:

Education and Experience:

• High School Diploma or GED
• At least 1-2 years of previous administrative experience preferred.
• Proficiency in Microsoft Office Suite including Excel
• Familiarity with database systems preferred.
• Excellent communication skills, both verbal and written.
• Ability to handle confidential information with discretion.

Skills and Abilities:

• Attention to Detail: Maintain precision in all tasks, including data entry and meeting documentation.
• Independent Worker: Ability to work autonomously and manage multiple responsibilities efficiently.
• Reliability: Exhibit a dependable and consistent work ethic.
• Initiative: Proactively identify and address needs or issues as they arise.
• Friendliness: Demonstrate a welcoming and professional attitude in all interactions.

Certificates, Licenses, and Registrations:

• Valid Driver’s License.

Technical Skills:

• Proficient in Microsoft Office Suite and other relevant PC applications.
• Prefer at least 1 year of experience in database management 
• Bonus: Experience with QuickBooks

Candidates that can demonstrate the following will rise to the top:

Integrity and Reliability: Uphold the highest standards of honesty and dependability. Demonstrate a commitment to achieving results with a focus on ethical practices.

Empathy: Show genuine concern for the well-being of others. Advocate for individuals' needs with compassion and understanding.

Expertise: Be highly skilled in resource navigation. Engage in continuous learning to stay informed and share valuable knowledge with colleagues and clients.

Skills: Exhibit exceptional abilities in negotiation, analytical thinking, organization, time management, and interpersonal communication.

Self-Motivation: Display an unwavering drive, curiosity, and a proactive attitude toward self-improvement and achieving excellence.

Interaction: Build and maintain positive, productive relationships with a diverse range of individuals and groups, fostering a cooperative work environment.

Independence: Thrive in an autonomous role, managing multiple projects efficiently while maintaining high standards of work.

Dependability: Demonstrate consistent reliability, adhere to deadlines, and maintain composure in high-pressure situations.

Leadership: Lead by example with integrity and professionalism, setting a high standard for others to follow.

Influence: Inspire and guide colleagues positively, using influence to foster teamwork and drive success, even without direct authority.

Innovation: Embrace and initiate change with a creative approach to problem-solving, contributing to continuous improvement and organizational growth.

Diversity: Promote and value diversity and inclusivity within the workplace, ensuring a respectful and welcoming environment for all.

Optimism: Maintain a positive and solution-oriented attitude that motivates and energizes those around you.

Benefits:

We value our staff by providing the following benefits to eligible employees:

• Competitive compensation
• Healthcare coverage 
• Retirement Savings Plan
• Vacation Leave
• Sick Leave
• Holiday Pay
• Other Benefits

Application Instructions:

Interested candidates should complete the application below. 

United Way of Reno County is committed to providing Equal Opportunity in Employment, to all applicants and employees regardless of, race, color, religion, gender, age, national origin, military status, veteran status, handicap, physical or mental disability, sexual orientation, gender identity, genetic information or any other characteristic protected by law.