Administrative Assistant - Atlanta, GA

Job Description

Job Description

Job Title : Administrative Assistant – Atlanta, GA

Department : Development

Reports To : Assistant Vice President, Regional Development

FLSA Status : Non-Exempt

JOB DESCRIPTION

The Administrative Assistant performs an unlimited range of secretarial and clerical duties requiring a knowledge of office routine and an understanding of and sensitivity to procedures related to the department and corporation giving in general. Under general supervision of the Area Development Director and the Development Director, the Administrative Assistant position requires initiative, good judgment, and the ability to provide substantial support to the department.

ABOUT UNCF

The United Negro College Fund (UNCF) has been an engine of educational achievement for more than 80 years. UNCF’s mission is to build a robust and nationally recognized pipeline of HBCU students who, because of UNCF support, become highly qualified college graduates. In addition, UNCF ensures that its member institutions remain respected models of best practices in moving students to and through college. Since its inception in 1944, UNCF has raised over $6 billion in private support, distributed scholarships to help students attend school, and enabled more than 500,000 scholars and low-income students to graduate from UNCF’s member historically black colleges and universities (HBCUs) and launch professional careers. UNCF is committed to closing the educational attainment gap by increasing postsecondary access and success for student groups, particularly low-income and first-generation students.

PRIMARY RESPONSIBILITIES AND DUTIES :

• Functions as the office manager in charge of ordering supplies, maintaining inventory, requesting equipment maintenance and repair, and other day-to-day operations.
• Prepares and maintains schedule of solicitations.
• Processes and records contributions by donor and by the size of the contribution.
• Updates and manages an accurate, neat, orderly, electronic filing system from which files can be easily retrieved by all staff; updates and records on an ongoing basis.
• Checks records, forms and reports for completeness, accuracy of content, proper endorsement and conformance to policies / procedures ; corrects minor discrepancies and errors independently and brings to the attention of appropriate management.
• Prepares and handles routine correspondence, including confidential matters, and treats appropriately.
• Answers the phone by the third ring and screens and directs incoming calls to appropriate personnel, preparing clear and accurate messages if not available.
• Greets and receives visitors and guides to appropriate area or person.
• Coordinates appointments and assists in managing schedules and conference calls.
• Arranges meetings, prepares agendas and / or other materials, including the mailing of notices and materials; reserves and prepares facilities, and records and transcribes minutes of meetings as needed.
• Receives, opens, dates, processes and distributes incoming correspondence to department staff; coordinates outgoing mailing, receives, and processes responses as needed.
• Creates mail merges for mass mailings, types, edits, proofreads and formats documents, spreadsheets, presentations, forms, reports, policies and procedures, and administrative material with a high degree of speed and accuracy.
• Assists in maintaining donor records and tracking outreach.
• Assists with proposal submissions, donor campaign mailings and materials, and contact lists.
• Proofreads reports, presentation materials, and business letters including labels and envelopes for grammar, punctuation, and spelling errors.
• Prepares e-mails, faxes, e-blasts, routine correspondence and periodic reports on the basis of general instructions.
• Obtains necessary signatures / approvals for outgoing communications, and assures the transmittal of accurate data and information both internally and externally.
• Designs and creates new documents in accordance with requests and policies for appropriate review.
• Suggests new procedures to improve operating efficiency.
• Maintains and updates contact files.
• Arranges and confirms staff travel including accommodations, travel, and car rentals.
• Supports and serves as a liaison to other offices / functions as necessary; is cross-trained in other functions.
• Coordinates the acknowledgement process.
• Prepares invoices and expense reports for approval and payment.
• Participates in routine department and staff meetings.
• Performs special projects and assignments and support staff as directed by management.
• Maintains an appropriate, professional appearance, and keeps a neat and clean working station at all times; displays tact and a positive, courteous demeanor at all times, which is critical to successfully interacting with high profile corporations and representing the organization.
• Tailors’ communication style to the listener; conducts self in a mature, respectful and pleasant manner, and acts in accordance with all organizational policies, and federal and state regulations.
• Performs other duties as requested.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS :

EDUCATION AND EXPERIENCE

High school diploma required; college experience strongly desired and 3-5 years administrative assistance / secretarial experience is required.

OTHER SKILLS AND ABILITIES

ADDITIONAL INFORMATION

Benefits include :

Medical, Dental & Vision

Vacation, Sick & Personal Leave

Life Insurance (Basic & Optional)

Flex Spending Accounts

403(b) Retirement Account

Holiday Savings Plan

Annual Success Sharing

Salary Range : $55,000.00 To $60,000.00 per year (Salary is commensurate with experience.) This is a hybrid role : 4 days on-site and 1-day remote per week, located in UNCF’s Atlanta Office.

Background checks required.

To learn more about this opportunity and the impactful work of our Development Department, please visit : Atlanta Development Team

UNCF is EOE M / F / D / V