Facilities and Operations Administrative Assistant, Site Admin

Job Description

Job Description

Title:

Facilities and Operations Administrative Assistant, Site Admin

Group/Team:

Operations

Reports To:

Senior Director of Operations

Status:

Full-time

FLSA

Classification:

Hourly, Non-Exempt

Minimum starting wage:

$22.52/hour

POSITION SUMMARY

As the Facilities and Operations Admin / Site Admin at United Way of South Central Michigan (UWSCMI) you will play a crucial role in supporting the organization's mission by providing people and value-centered administrative support. You will be responsible for ensuring effective daily operations of and contributing to the overall effectiveness of the team.

This position is responsible for providing administrative support for the Senior Director of Operations, supports individual team members, supports specific physical office locations and works across other departments when necessary to support additional departments in the organization.

This is a hybrid position requiring a minimum of three days per week in the office. The position may be based in either the Battle Creek or Jackson office, with frequent travel between the two locations. Routine travel throughout the region is also required.

Note: This role is posted in two locations, however, there is only one opening.

KEY RESPONSIBILITIES

Equity, Diversity and Inclusion:

• Contribute to an equitable, diverse, and inclusive organizational culture that centers people in every solution, process, and function.

Administrative Support:

• Supports the Director of Operations and the Operations departments by handling logistics, communications, coordination and publishing of meeting/event schedules, work plans, meeting minutes, agendas and related materials.
• Assist with invoice processing, purchase orders, expense tracking, and other administrative activities.

Site Management:

• Provides clerical support and reception services to physical office locations as assigned by maintaining a clean office environment, maintaining equipment, answering phones, and welcoming guests and partners.
• Coordinate with vendors and service providers for site maintenance and supplies.
• Ensure compliance with health and safety regulations at the site.

Operations Support:

• Assists in tracking and reporting of key operational metrics.
• Support the implementation of operational projects and initiatives.
• Assists in the development and maintenance of operational policies and procedures.
• Support data entry, report preparation, and information tracking across organizational systems.
• Support the maintenance and organization of shared files, records, and Microsoft 365 systems.
• Assist team members with basic administrative technology needs and troubleshooting coordination.

Event Coordination:

• Assist in planning and coordinating logistics for events, including meetings, conferences, workshops, and department related events.
• Coordinate catering, venue setup, and logistical arrangements.
• Provide on-site support during events to ensure smooth operations and attendee satisfaction.

Performs other duties as assigned.

JOB REQUIREMENTS

• Demonstrates a commitment to equity, diversity and inclusion and ability to apply anti-oppressive and anti-racist principles in the workplace.
• Experience coordinating multiple, complex initiatives at the same time with a strong attention to detail and ability to advance projects and initiatives as part of a team. Previous experience in customer service, administrative support, and a passion for equity, diversity, and inclusion initiatives is preferred. Experience may be supplemented with formal education such as a high school diploma or associate's degree.
• Exceptional working knowledge of Microsoft Windows and Microsoft Suite applications including Word, Excel, Outlook, and PowerPoint programs. Experience with Microsoft Teams platform is a plus.
• Ability to lift and carry office supplies and materials weighing up to 30 pounds.
• Ability to prioritize and self-manage multiple projects at the same time.
• Ability to manage one's own time effectively with support and feedback from team members.
• Strong and adaptable written and verbal communication skills to communicate effectively with a wide range of people including community members, nonprofit and corporate partners, colleagues, and more.
• Demonstrated ability to perform a wide variety of complex administrative procedures and practices.
• Demonstrated ability to exercise independence of action in administrative matters, and use discretion, care, and people-centered approaches in interactions.
• Delivers positive, responsive, and caring service that reflects the United Way's vision and values.
• The ability to maintain the confidentiality of highly sensitive information.
• Reliable transportation and the ability to travel throughout UWSCMI's six-county region as needed.

WORK ENVIRONMENT & PHYSICAL DEMANDS

• Ability to work in front of a computer for extended periods of time.
• Moderate level of stress caused by tight deadlines.
• Occasional work outside of normal business hours.
• Successful completion of a criminal background check.
• Supports special projects including the review, research, summarization, or analysis of information.
• Candidate must be able to work successfully in a remote environment with private office space and high-speed internet.

SALARY : All the roles within UWSCM have pay ranges that are commensurate with the knowledge, skills, and abilities of the successful candidate. The minimum hourly wage for this position is $22.52/hour.

ABOUT UWSCMI

United Way of South Central Michigan (UWSCMI) gathers the power of three legacy organizations-Capital Area United Way, United Way of the Battle Creek and Kalamazoo Region, and United Way of Jackson County-to mobilize financial and volunteer resources, partners, and voices, creating equitable and lasting change for the most vulnerable people in our communities.

Our vision: Strong, caring communities where every person is valued, thriving, and connected for the common good.

Our path: Our work lifts our local communities by reducing racial and economic disparities; addressing the needs of ALICE (Asset-Limited, Income Constrained, Employed) households in financial stability, education, health, and basic needs; and creating opportunities for every person to reach their full potential.

EQUITY, DIVERSITY AND INCLUSION

UWSCMI is committed to dismantling systemic inequities that continue to cause harm for Black, Indigenous, and other People of Color (BIPOC), Lesbian, Gay, Bisexual, Transgender, Queer, Intersex, and Asexual (LGBTQIA+) people, women, and people with disabilities. To do so, we are dedicated to building capacity and accountability into our policies, practices, and partnerships.

NOTE

All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.

BACKGROUND CHECK DISCLOSURE

We require background checks for certain roles. The checks are completed by ProScreening and results are only ever communicated to the Hiring Manager if they may impact someone's employment. We do not use prior arrests, only convictions. These convictions will only be considered as hiring criteria if they are directly connected to the roles & responsibilities of the job (for example, financial related convictions for a finance officer). We know that the criminal legal system is not equitable, and negatively impacts marginalized communities - specifically people of color - at rates much higher than other identities. This is why our background check process is only in place for explicit situations.

TOTAL REWARDS PACKAGE

United Way of South Central Michigan offers a competitive total rewards package including a competitive salary, medical coverage with an employer contribution of 85% towards single coverage and 70% towards dependent coverage, dental and vision with a 90% employer contribution towards single and dependent coverage, life insurance with an employer-paid benefit of 2 times annual salary, short-term disability and long-term disability effective the date of hire. In addition, United Way provides a 10% employer contribution into the 403(b) retirement plan each year with full vesting after 3 years of service and 20 days Paid Time Off, 13 days Paid Sick Time, 5 Paid Volunteer Days, 3 Floating Holidays and 11 Paid Holidays each year (Paid time off, sick time. Paid volunteer time and floating holidays are prorated the first year).