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UNCF · 1 month ago

Administrative Assistant - Atlanta, GA

Atlanta, GA, US

Full-time

Hybrid

Mid Level

$55K/yr - $60K/yr

3+ years exp

UNCF is a leading organization dedicated to educational achievement for HBCU students. The Administrative Assistant will support the Development Department by managing office operations, coordinating schedules, and handling correspondence.

EducationNon Profit

Responsibilities

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