The United Way of Greater St. Louis mobilizes the community with one goal in mind — helping people live their best possible lives. The Administrative Coordinator provides administrative support and coordination to the Planning and Evaluation Division, a critical function that ensures smooth operations of the division and customer excellence. The division includes Planning and Evaluation, 2-1-1, Community Response, Community Investment, Public Affairs, and Collective Impact.
Supervisory Accountabilities:
Staff: No
Volunteers: No
General Responsibilities:
The Administrative Coordinator is responsible for:
- Meeting and Event Support – reserves onsite and offsite meeting space and ensures proper room and technology set-up; prepares meeting/event materials including table tents, handouts, name tags, rosters, etc.; sets up/breaks down materials and refreshments; orders and sets up lunches; schedules meetings and sends meeting invitations as needed; pick up special food orders and supplies; provide support at the start and during meetings/events; manage and coordinate complex calendars and key dates; manage event registration as needed; prepares packets for meetings with key stakeholders
- Record Keeping and Data Management – documents meeting minutes and maintains attendance records; prepares invoices and check requisitions, award letters, and necessary spreadsheets for tracking; assists with travel arrangements; conducts research and data entry and prepares reports; organizes and maintains filing system; manage mailings for the division, including letters and emails; pulls reports and documentation from database; keeps inventory of office supplies and places orders for replenishment; assist with partner agency compliance
- Customer Service – greets guests with high level of customer service; fields telephone calls and directs calls to proper parties; works closely with staff and volunteers on projects; provide back-up support to other administrative division staff; assist in conjunction with a team of administrative staff to support organizational receptionist with front desk relief as needed
Contribute to the overall success of the United Way by performing other essential duties and responsibilities as assigned.
Key Accountabilities:
- Providing meeting and event support onsite and offsite
- Developing and maintaining filing and record keeping system
- Accountable for the accuracy and timeliness of division’s administrative support and coordination
- Continually seeking to improve administrative functions through process improvement
- Producing timely and accurate research, data, reports and projects to responsible staff persons
- Ensuring that key issues are addressed, and that important information is provided quickly and effectively to achieve desired results
- Managing and proactively anticipating internal customers’ needs in a manner that provides added value and generates significant customer satisfaction internally and externally
- Provide timely and accurate responses to requests to team members
Knowledge, Skills and Abilities:
- High school diploma/GED required; Associate degree or comparable experience preferred
- Minimum of two to three years’ experience providing administrative support
- Proficient in MS Office (Excel, Access, Word, PowerPoint, Outlook, etc.) and ability to generate reports from various databases
- Excellent written and oral communication skills
- Strong attention to detail and excellent organizational skills
- Must be able to maintain professionalism and a positive customer service attitude
- Mature judgment with ability to hold information confidential
- Ability to manage multiple projects simultaneously with high degree of accuracy and attention to detail
- Ability to work collaboratively with a wide range of stakeholders, providing excellent customer service to both internal and external customers
- Ability to adapt and keep current in a rapidly changing and organic environment
Submit resume and cover letter to careers@stl.unitedway.org.
