Office Administrator

Job Title: Office Administrator Job Grade: 25


Department: Organizational Collaboration Reports to: VP, Organizational Collaboration
Updated: 05/11/26 FLSA Status: Regular Full-time


POSITION OVERVIEW : Ensures United Way office/s are running efficiently and smoothly. Oversee reception coverage and processes for office opening and closing and visitor reception and switchboard. Manages office and housekeeping supplies, keeping track of inventory, and purchasing, within budget parameters. Manages office equipment needs including vendor relationships, contracts, and maintenance schedules. Oversees conference room registration and administration for internal and external guest meetings. Collaborates with Building Superintendent and facilities staff. Provides cross-functional administrative support as requested.

ESSENTIAL JOB FUNCTIONS and EXPECTED OUTCOMES include the following. Other duties may be assigned.

OFFICE ADMINISTRATION

• Ensures United Way offices and reception areas are open and closed on time, ensuring proper staff coverage and following office opening and closing procedures.
• Trains, schedules and supports reception desk staff, and administrative staff as needed, in greeting and signing-in visitors, answering calls, and receiving deliveries.
• Serves as primary staff covering reception desk/s during daily staff breaks/lunch hours, sick days and planned vacations.
• Creates and maintains reception desk handbook featuring processes and resources to create a positive guest and caller experience.
• Supports Volunteer Center reception desk coverage as assigned.
• Creates and manages the scheduling system, meeting room layouts, A/V equipment needs, food and beverage amenities, and communications processes for United Way internal and external meetings.
• Maintains physical phones located throughout the building and tests intercom system on a monthly basis.
• Responds to external group inquiries to utilize United Way's meeting space, and if approved, manages all details and logistics to ensure a successful meeting/event experience.
• Provides building orientation to new staff, campaign coordinators and interns; including workstation overview, office equipment and supplies overview, emergency exits, first aid supplies, and general safety protocols.
• Manages office mail and delivery systems including setting up efficient physical mailing space, equipment and procedures (receiving, sorting, routing, mail pick-up courier service). Reconciles postage billings and resolves any related questions/problems. Maintains a working knowledge of USPS services including bulk mail to provide efficiencies in company mailings and applicable budgets.
• Manages office equipment and maintenance scheduling for furniture, printers, photocopiers, audio/visual equipment, and other non-electronic data processing equipment.
• Manages coffee vendor relationship, supply ordering, equipment maintenance and weekly carafe and coffee bar cleaning.
• Ensures employee breakroom and Volunteer Center kitchen pantry are clean and organized, including appliances.
• Monitors, maintains and updates mothers' room and employee wellness areas.
• Supports new employee, annual Campaign Coordinator and seasonal employee work area preparation and office supply distribution.
• Manages shredding service contract and scheduling of service.
• Coordinates the use of available onsite storage space for all divisions, ensuring clean and clear operational areas.
• Coordinates all-staff cleaning days and properly disposes of office equipment, furnishings, and supplies when no longer used by staff or the organization.
• Other duties as assigned.

ADMINISTRATIVE SUPPORT

• Updates and maintains service and maintenance contracts for printers and copy machines.
• Supports IT staff who serve as primary A/V lead for hybrid Board of Directors and Executive Committee Meetings.
• Manages mail courier, coffee vendor, and first aid supplies vendor relationships.
• Researches and purchases office equipment, office supplies, furnishings, hospitality supplies, and housekeeping supplies.
• Primary staff support in trouble-shooting printer, copy machine, A/V equipment challenges identified by staff. Creates, distributes, and maintains United Way employee user instructions and trouble-shooting guides for office and A/V equipment.
• Manages weekly postings of lobby monitor and Volunteer Center digital board (Marketing & Communications team leads content creation)
• Serves as member of employee emergency response team.
• Participates in business continuity planning.
• Schedules employee First Aid/CPR/AED Certification Trainings.
• Maintains listing and contact information for preferred caterers and manages the ordering and delivery/pick-up of food to the United Way office for meetings and events.
• Provides after-hours meeting/event support as needed.

• Submits orders for new employee nametags and creates personalized signage for workstations and private offices.
• Coordinates the production and placement of all internal office signage.
• Manages organizational letterhead/envelope inventory, storage, purchasing, and re-stocking.
• Participates in monthly meetings of all administrative staff of the organization to share best practices and knowledge, improve processes and procedures, and mobilize collaborative administrative support during high workflow seasons.
• Coordinates air travel for employees attending conferences when requested.
• Serves as back-up staffing to take meeting minutes at United Way meetings when requested.
• Other administrative duties as assigned.

QUALIFICATIONS

EDUCATION and/or EXPERIENCE

• High School diploma or GED and 6-years of progressively responsible experience.
• Proven experience in office administration and customer service.
• Experience in creating and implementing office procedures and optimizing office workspace.
• Demonstrated experience in managing conference rooms and meeting logistics.
• Experience in managing vendor relationships.
• Nonprofit sector experience a plus.

DESIRED SKILL SETS

• Detail-oriented.
• Ability to create, evaluate, and improve workflow processes.
• Effective at problem-solving and adapting to unexpected challenges.
• Excellence in verbal and written communications.
• Ability to anticipate staff and visitor needs.
• Excellent technology experience and competence with Office 365 and similar programs/databases utilized by the organization.
• General understanding of how to operate office and audio/visual equipment.

CORE COMPETENCIES

• Mission-Focused. The top priority for all United Way professionals is to create real social change that leads to better lives and healthier communities. This drives their performance and professional motivations.
• Relationship-Oriented United Way professionals understand that people come before process and is astute in cultivating and managing relationships toward a common goal.
• Collaborator. United Way professionals understand the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.
• Results-Driven. United Way professionals are dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
• Brand Steward. United Way professionals are stewards of the brand and understand their role in growing and protecting the reputation and results of the greater network.

LANGUAGE SKILLS

• Demonstrated excellent verbal and written communication skills with attention to detail and accuracy.
• Ability to:
• Communicate and work effectively with volunteers and others in the community representing a broad range of interests and backgrounds
• Read and interpret general business periodicals, professional journals, or technical procedures.
• Respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.
• Write reports, business correspondence, and procedure manuals.
• Effectively present information and respond to questions from groups of managers, customers, other employees, and the general public.

MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, compute rate, ratio and percent, and analyze data and utilize computer reports using the above computer programs.

OTHER SKILLS

• Demonstrated ability to anticipate problems and identify and implement solutions when needed.
• Strong analytical abilities.
• Ability to:

• Work in a complex environment using technical and interpersonal skills.
• Work independently, recognize tasks, implement and follow through to completion.
• Problem-solve and work with flexibility.

REASONING ABILITY Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or diagram form.

PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit, stand and use hands to keyboard and write. The employee is occasionally required to stand and reach with hands and arms. The employee must frequently lift and/or move up to 30 pounds. Specific

Required

Preferred

Job Industries

• Other