Job Description

Volunteer & Administrative Associate

Do you love to support others, manage projects, and help find innovative solutions to challenges? Are you a self-starter poised to use your strengths to help our nonprofit grow and evolve with the needs of our community?

United Way of Southwestern Indiana empowers individuals and families with resources to support upward mobility through our four Pathways to Potential: Empowering Employment, Mental Health, Thriving Next Gen, and Social Stability & Growth.

We seek a forward-thinking Volunteer & Administrative Associate who will utilize their talent to implement our volunteer initiatives and support our Leadership team.

Summary: The Volunteer & Administrative Associate coordinates schedules, resources, and people to ensure that UWSWI is prepared to address priority community issues. This includes matching volunteers with nonprofit organizations for the annual Day of Caring, organizing physical and digital materials in advance of meetings or events, and managing administrative tasks in the office. Strong communication, customer service, and problem-solving skills are critical to success in this role.

Reports Primarily to: Marketing & Communications Director

Status: Full-time, exempt, primarily M-F day shift

Key Responsibilities

Relationship Management

• Engage, and provide support to, company volunteers, employee campaign chairpersons, Board of Directors, and UWSWI committees.
• Assist Campaign Cabinet and Committees, including scheduling, providing reports, and responding to requests for information.
• Communicate effectively with staff and volunteers throughout the organization to facilitate project implementation.
• Provide exceptional relationship management; identify potential challenges and offer solutions.

Operations & Administrative Support

• Ensures Leadership staff are properly supported and prepared for events and appointments, including talking points, presentation supplies, and scheduling.
• Answers incoming phone calls; greet and screen visitors; and route packages.

• Coordinates Board, Cabinet, Staff and select committee meetings by scheduling meeting rooms and Zoom sessions; management of attendance, preparation, and distribution of meeting materials; preparation of equipment and meeting spaces. Orders food/beverages or supplies as needed.

• Orders and maintains adequate levels of basic office supplies for use by all departments, including special supply ordering as needed, including toner for office printers.
• Assists with schedule/meeting coordination for CEO/President.
• Assists with all organizational mailings.
• Other duties as assigned.

Event Coordination

• Plan, coordinate, and implement the annual Day of Caring volunteer event.
• Assist with the development and planning of current and potential donor events.
• Provide thorough project management of assigned UWSWI events, coordinating details among staff, volunteers, and vendors, including persistent follow-up.

Communications Support

• Assist in development, design, and execution of engaging social media communications in accordance with UWW brand standards and initiatives.
• Assist in content development for campaign materials, website, videos, and other communications.
• Assist in the development and implementation of email campaigns.

Qualifications & Requirements

• Associate Degree in Business, Project Management, Marketing, Communication, or a related field; coursework and previous job experience considered. Non-profit experience preferred.
• Experience planning and executing large events.
• Demonstrated ability to effectively communicate with donors, Board members, non-profit organizations, vendors, and a variety of audiences.
• Exceptional attention to detail and ability to meet deadlines.
• Advanced proficiency with MS Excel, PowerPoint, and Word.

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