Facilities and Operations Administrative Assistant, Site Admin

Title: Facilities and Operations Administrative Assistant, Site Admin

Group/Team: Operations

Reports To: Senior Director of Operations

Status: Full-time

FLSA Classification: Hourly, Non-Exempt

Minimum starting wage: $22.52/hour

As the Facilities and Operations Admin / Site Admin at United Way of South Central Michigan (UWSCMI) you will play a crucial role in supporting the organization's mission by providing people and value-centered administrative support. You will be responsible for ensuring effective daily operations of and contributing to the overall effectiveness of the team.

This position is responsible for providing administrative support for the Senior Director of Operations, supports individual team members, supports specific physical office locations and works across other departments when necessary to support additional departments in the organization.

This is a hybrid position requiring a minimum of three days per week in the office. The position may be based in either the Battle Creek or Jackson office, with frequent travel between the two locations. Routine travel throughout the region is also required.

Note: This role is posted in two locations, however, there is only one opening.

• Contribute to an equitable, diverse, and inclusive organizational culture that centers people in every solution, process, and function.

• Supports the Director of Operations and the Operations departments by handling logistics, communications, coordination and publishing of meeting/event schedules, work plans, meeting minutes, agendas and related materials.
• Assist with invoice processing, purchase orders, expense tracking, and other administrative activities.

• Provides clerical support and reception services to physical office locations as assigned by maintaining a clean office environment, maintaining equipment, answering phones, and welcoming guests and partners.
• Coordinate with vendors and service providers for site maintenance and supplies.
• Ensure compliance with health and safety regulations at the site.

• Assists in tracking and reporting of key operational metrics.
• Support the implementation of operational projects and initiatives.
• Assists in the development and maintenance of operational policies and procedures.
• Support data entry, report preparation, and information tracking across organizational systems.
• Support the maintenance and organization of shared files, records, and Microsoft 365 systems.
• Assist team members with basic administrative technology needs and troubleshooting coordination.

• Assist in planning and coordinating logistics for events, including meetings, conferences, workshops, and department related events.
• Coordinate catering, venue setup, and logistical arrangements.
• Provide on-site support during events to ensure smooth operations and attendee satisfaction.

Performs other duties as assigned.

• Demonstrates a commitment to equity, diversity and inclusion and ability to apply anti-oppressive and anti-racist principles in the workplace.
• Experience coordinating multiple, complex initiatives at the same time with a strong attention to detail and ability to advance projects and initiatives as part of a team. Previous experience in customer service, administrative support, and a passion for equity, diversity and inclusion initiatives is preferred. Experience may be supplemented with formal education such as a high school diploma or associate's degree.
• Exceptional working knowledge of Microsoft Windows and Microsoft Suite applications including Word, Excel, Outlook, and PowerPoint programs. Experience with Microsoft Teams platform is a plus.
• Ability to lift and carry office supplies and materials weighing up to 30 pounds.
• Ability to prioritize and self-manage multiple projects at the same time.
• Ability to manage one's own time effectively with support and feedback from team members.
• Strong and adaptable written and verbal communication skills to communicate effectively with a wide range of people including community members, nonprofit and corporate partners, colleagues, and more.
• Demonstrated ability to perform a wide variety of complex administrative procedures and practices.
• Demonstrated ability to exercise independence of action in administrative matters, and use discretion, care, and people-centered approaches in interactions.
• Delivers positive, responsive, and caring service that…