Administrative Assistant - Indianapolis, IN

Administrative Assistant - Indianapolis, IN

Job Description

The Administrative Assistant performs an unlimited range of secretarial and clerical duties requiring 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), the nation's largest and most effective minority education organization, has been an engine of minority educational achievement for more than 80 years. UNCF's mission is to build a robust and nationally recognized pipeline of black 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 more scholarships to help minorities attend school than any entity outside of the federal government, and enabled more than 500,000 minority 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 between African Americans and other populations by increasing postsecondary access and success for students from underrepresented 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.

• Prepares and handles routine correspondence, including confidential matters, and treats appropriately.

• 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.

• Perform 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/or Experience:

High school diploma required; college experience strongly desired and a minimum of 3-5 years of proven work experience performing a wide variety of administrative duties.

Software Skills Required:

Knowledge of MS Office Suite, Office 365 preferred with intermediate to advanced knowledge in Word and Excel. Must be proficient in mail merges and correcting source or cell errors. Must be proficient in the manipulation of Excel formulas.

Other Skills and Abilities:

Excellent phone etiquette; strong organizational, interpersonal and listening skills; the ability to work under pressure, in a fast paced, deadline-oriented environment, with a high level of professionalism and confidentiality. Must have experience with complex scheduling and calendar management. Must have the ability to prioritize and manage multiple projects simultaneously and complete them in a timely manner. Must display initiative and the ability to work well independently and demonstrate exceptional customer service skills. Must be a self-starter, cooperative, and work well in a group.

Compensation and Benefits

Benefits include:

Medical, Dental & Vision

Vacation, Sick & Personal Leave

Life Insurance (Basic & Optional)

Flex Spending Accounts

403(b) Retirement Account

Holiday Savings Plan

Salary: $50,000 (Salary is commensurate with experience.)

UNCF is EOE M/F/D/V