Administrative Assistant

UNCF-posted 9 days ago

$50,000 - $55,000/Yr

Full-time • Entry Level

Hybrid • Chicago, IL

251-500 employees

Religious, Grantmaking, Civic, Professional, and Similar Organizations

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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. The Administrative Assistant will report to the Area Development Director and provide support to the department. The position requires initiative and good judgment by a seasoned individual with an office manager mindset to manage multiple priorities in a fast-paced environment. 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.

Functions as the office manager in charge of ordering supplies, maintaining inventory, requesting equipment maintenance and repair, and other day-to-day operations.
Functions as the primary contact for building management.
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.
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, 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 crosstrained 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 supports staff as directed by management.
Assists in coordinating special events logistics and outreach.
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.
Tailor's 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.

High school diploma required; college experience strongly desired and 3-5 years administrative assistance/secretarial experience is required.
Must be a self-starter who can prioritize tasks and deliverables without constant supervision, be cooperative, and work well in a group.
Working knowledge of O365 with intermediate level skills preferred.
Excellent phone etiquette; strong organizational, interpersonal and listening skills for cross-functional collaboration.
Ability to work under pressure, in a fast paced, deadline-oriented environment, with a high level of professionalism, adaptability, resourcefulness, 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.

Medical, Dental & Vision
Vacation, Sick & Personal Leave
Life Insurance (Basic & Optional)
Flex Spending Accounts
403(b) Retirement Account
Holiday Savings Plan
Annual Success Sharing

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