Office Coordinator

Reports to: Administrative Services Manager (ASM)

Summary
:
The Office Coordinator serves as the first point of contact for visitors, tenants, partners, and callers while ensuring the efficient day-to-day operation of the United Way office. This position coordinates office administration, provides administrative support across departments, assists with donor and finance processes, and serves as administrative support to the President/CEO. The Office Coordinator plays a key role in maintaining an organized, welcoming, and highly responsive workplace that supports organizational effectiveness.

United Way of Northern Utah Mission
:
Uniting people and organizations to build healthy and well-educated communities where individuals, families and neighborhoods thrive.

Location
:
Ogden, UT (fully onsite)

Hours
:
This is a 40-hour per week, hourly, non-exempt position. Work hours are subject to change based on events and activities happening within United Way. United Way of Northern Utah hours of operation are Monday-Friday 8:00am-5:00pm

Compensation

Wage
: $18-$21 per hour

Benefits
: A comprehensive benefits plan includes vacation, sick leave, holidays, health, dental, vision, disability, and life insurance, as well as a 403(b) match of up to 10% of your salary after 1 year of employment.

• Answer phone calls and greet people visiting the United Way office.
• Schedule usage of office meeting spaces and assist with AV and room set-up.
• Coordinate day-to-day office operations, ensuring the office remains organized, functional, welcoming, and well supplied.
• Reconcile monthly credit card statement in accounting software.
• Complete monthly copy report.
• Track and purchase kitchen supplies against a budget.
• Receive mail daily and track deposits for the Finance Team.
• Assist HR with business cards and name tags.
• Assist programs with administrative support.
• Assist ASM with Board support and communications if needed.
• Coordinate and maintain the CEO's calendar, scheduling meetings, appointments, travel, and other commitments.
• Provide administrative support to the CEO, including tracking action items, deadlines, and strategic priorities.
• Prepare meeting materials, agendas, presentations, and supporting documents for CEO meetings.
• Draft, proofread, and format correspondence and reports on behalf of the CEO.
• Assist with board and leadership meeting logistics as assigned.
• Maintain confidential information with professionalism and discretion.
• Represent the admin team on the People & Culture Committee (PACC)
• Assist HR with internal and external staff and stakeholder recognitions such as birthdays, anniversaries, births, deaths, retirements, etc.
• Provide support for the donor acknowledgment and thank you letter process.
• Support the entry, maintenance, and tracking of donor information within the organization's CRM system.
• Support the receipt, processing, and documentation of in-kind and monetary donations in collaboration with internal teams.
• Other duties as assigned
• Relationship Building: Ability to engage, motivate, cultivate, manage, and maintain positive relationships with community members, community partners, and colleagues.
• Dependability: Consistently reliable in meeting deadlines, honoring commitments, and producing quality work. Demonstrates accountability, punctuality, and follow-through, earning trust as someone others can count on.
• Written and Verbal Communication: Strong ability to communicate in a friendly and effective manner with persons with diverse backgrounds (families, volunteers, team members) via phone, emails, and otherwise written and verbal conversations.
• Project Management and Organization: Ability to manage multiple projects simultaneously, prioritize tasks, and meet deadlines.
• Tech/Data Proficiency: Comfort using digital tools such as Canva, Adobe, Microsoft 365, Google Suite, email platforms, and data input and visualization tools; comfort and ability to learn the use of new technologies.
• Detail-Oriented: Strong attention to detail, ensuring accuracy and thoroughness in all tasks.
• Problem-Solving: The ability to troubleshoot issues, resolve conflicts, and adapt to changes quickly in a fast-paced environment.
• Open to Feedback: Encourages a feedback-rich environment by soliciting input and fostering open communication within the team.
• Adaptability to Change: Willingness to adapt to new processes, technologies, and program requirements, and help others adjust as well.
• Responsive: Ability to respond promptly, prioritize inquiries, and act as needs arise.
• Action-oriented: Look for new solutions to old problems and take on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
• Confidentiality and Professional Judgement: Demonstrates sound judgment, discretion, and professionalism while handling confidential organizational, personnel, financial, and executive information.
• Initiative: Proactively identifies needs, anticipates next steps, and takes ownership of tasks with minimal direction.