Administrative Assistant, Volunteer Center

United Way of Greater Milwaukee & Waukesha County
$21.50 per hour - On-site presence required.
sick time
United States, Wisconsin, Milwaukee
225 West Vine Street (Show on map)
Sep 11, 2025
Job Title: Administrative Assistant, Volunteer Center (Union) Status: Full-Time Department: Volunteer Engagement Grade: 24 Date Updated: 5/6/2025 FLSA Status: Non-Exempt SUMMARY This position is responsible for smooth operations and day-to-day office activities and events at United Way's Johnson Controls Volunteer Center. Leads organization and completion of administrative support task needs of Volunteer Engagement division. Responsible for providing reception area (Welcome Desk) support including guest and visitor services; volunteer registration and check-in; coffee bar oversight; message receipt and transmittal; conference room/meeting administration for internal United Way meetings and external groups; volunteer engagement data entry; volunteer project supply purchasing and procurement, division communications; mailing assembly and distribution; and other projects as assigned. This position reports to the Manager, Volunteer Engagement. RESPONSIBILITIES Include the following, but are not limited to: RECEPTION Leads reception of guests for all meetings and signature events held at the Volunteer Center during regular office hours, 8:30 am to 4:30 pm, Monday - Friday. Provides courteous and helpful service to Volunteer Center visitors and guests. Signs for and accepts deliveries and pick-ups. Works closely with Operations and Facilities staff to store and organize deliveries and materials. Answers general inquiries and/or directs callers and visitors to appropriate resources. Ensures Volunteer Center is secure (daily office opening and closing), clean and orderly. Collaborate with Marketing & Communications in updating digital board postings in the Volunteer Center highlighting volunteer engagement sponsor/partner recognition and promotion of current engagement opportunities. Coordinates agency/partner pick-ups of resources mobilized at both United Way office locations (Milwaukee & Waukesha); including gift in-kind contributions; supply drive products; and kit pack donations. Expected Standard: Office, front lobby, entryway and reception area and coffee bar are maintained in a clean, orderly and professional-looking fashion. All volunteers, visitors and callers are greeted and welcomed in a prompt, friendly and professional manner. Office is clean and secure. The Volunteer Center Digital Board features inspiring examples of volunteers and posted information is accurate and timely. Both internal and external group meetings held in the Volunteer Center are properly supported. Staff are aware of activities taking place in United Way's Volunteer Center. OPERATIONAL/ADMINISTRATIVE Maintains the Division calendar of internal, external, and year-round volunteer events and supports communications and scheduling for the Manager, Volunteer Engagement. Manage the mobilization of all resources including standard and custom kit packings, in-kind donations, supply + collection drives into the community working closely with Operations and Facilities staff, as needed. Supports all on-site kit packing product procurement and purchasing needs including communicating details on shipping and receipt to customer/donor and ensuring all product(s) are received. Manages the scheduling and preparation of the quarterly Volunteer Engagement Committee meetings including drafting agendas, sending committee communications, preparing handouts; taking meeting minutes; and assisting with virtual meeting/technology needs. Supports in data collection and maintenance in United Way's donor management system. Manages the volunteer thank you process including creating email content, hand-written thank you's and volunteer recognition, as needed. Alerts and works with Operations Department on any office equipment maintenance or office supply needs for Volunteer Engagement team and the Volunteer Center. Manages the ordering of all coffee bar supplies and monitors coffee and hospitality equipment maintenance needs. Manages the calendar and scheduling of the Volunteer Vans and product deliveries/pick-ups, as needed. Reconciles monthly credit card expenditures and submits to Vice President of Organizational Collaboration for review and approval. Leads virtual filing system for Volunteer Engagement Division and seeks continued process and organizational improvement. Manages registration lists and nametag creation for all signature events including preparing mail merges; assists with editing of all print materials for accuracy, , as needed. Supports division events including overseeing event registration and check-in day of the event as well as other event duties, as assigned. Manages ANDAR data entry and maintenance ensuring data integrity including tagging all new contacts and adding them to existing mailing lists. Supports the administration, scheduling and facilitation of division and team meetings. Develops efficient processes to better organize, track and analyze volunteer related data. Provides back-up Vine Street reception coverage and Waukesha Office coverage on an as needed basis, and as available, including Vine Street Reception staff vacations, sick days, and breaks/lunch hours. Manages external community requests to utilize Volunteer Center conference/meeting room space with Vice President of Organizational Collaboration. Collaborates with all other administrative staff of the organization by sharing best practices and knowledge; improving processes and procedures; and prioritizing strong communication across functional areas. Special projects as assigned. Expected Standard: Division calendar and scheduling are current and accurate. Division communications are timely and accurate, including database integrity. All event support and communications are prompt and well-executed in advance. Coffee Bar and Warehouse is clean, organized, and safe. In-kind donations and product supplies are delivered and organized in our warehouse with Operations support. Collaborates and communicates effectively across United Way function areas. SUPERVISORY RESPONSIBILITIES This job has no supervisory responsibilities. EDUCATION & EXPERIENCE REQUIREMENTS High school diploma or GED and five years of progressively responsible experience - or successful completion of one United Way Greater Milwaukee & Waukesha County campaign cycle as a Campaign Coordinator or Campaign Administrative Assistant. Excellent computer experience and competence with Microsoft Office and other similar programs utilized by department. Excellent customer service and professionalism. Ability to communicate and interact well on all levels: telephone, written and interpersonal. Ability to manage multiple tasks and demonstrate accuracy/keen attention to detail. Self-starter and independent thinker. Valid driver's license, reliable automobile, and auto insurance coverage. (Ability to and comfort with driving company cargo van to meetings, appointments, and events.) 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. ADDITIONAL SKILLS & COMPETENCIES Ability to work in a complex and fast-paced environment using technical and interpersonal skills. Strong ability to anticipate problems and identify and implement solutions when needed. Ability to work independently, recognize tasks, implement and follow through to completion. Ability to problem solve and work with flexibility. LANGUAGE SKILLS Ability to read and interpret general business periodicals, professional journals, or technical procedures. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from manager, department colleagues, customers, and the public. Ability to communicate and work effectively with volunteers and others in the community representing a broad range of interests and backgrounds. Demonstrated verbal and written communications skills. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percentage. Ability to analyze data and utilize computer reports using the above computer programs. PHYSICAL DEMANDS The physical demands at UWGMWC are representative of what is needed to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, sit, talk, hear, and use hands and fingers to operate a computer and telephone keyboard, reach, stoop and occasionally kneel. Specific vision abilities required by this job include close vision requirements due to computer work. Light to moderate lifting up to 50lbs. Ability to uphold the stress of traveling (in designated positions). Regular, predictable attendance is required; including additional overtime as business demands dictate. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Moderate noise (business office with computers, phone, printers and light traffic). Ability to work in a confined area. Ability to sit at a computer terminal for an extended period of time. Warehouse environment at times. AMERICANS WITH DISABILITIES It is the policy of UWGMWC to comply with all relevant and applicable provisions of the Americans With Disabilities Act (ADA), as amended. UWGMWC will not discriminate against any qualified applicant with respect to any terms, privileges or conditions of employment based upon an individual's physical or mental disability. UWGMWC will also make reasonable accommodation whenever and wherever possible for all employees or applicants with disabilities provided that the individual is otherwise qualified to safely perform the duties and assignments required by the job, and provided that any accommodation does not require significant difficulty or expense. UWGMWC's policy of non-discrimination applies to all personnel and employment practices including, but not limited to, job application procedures, hiring, advancement, termination, compensation, job training and other terms, conditions and privileges of employment. EQUAL OPPORTUNITY EMPLOYER It is the policy of UWGMWC to provide equal employment opportunity to all individuals regardless of their race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, veteran status or military service, or other non-merit factor or other legally protected characteristic. This applies to all recruiting, hiring, placement, training, promotion, compensation, transfers and other employment-related programs and personnel actions. DIVERSITY, EQUITY & INCLUSION STATEMENT: Diversity, Equity & Inclusion is a core value at United Way of Greater Milwaukee & Waukesha County. We strive every day to enhance the culture of belonging and are passionate about building and sustaining an inclusive and equitable working environment. We believe this allows us to attract, retain the best possible colleagues to use their full gifts to serve our community. We are looking for other great colleagues who are excited about this important work. This job description indicates the general nature and work level performed by employees within this position. It is not designed to be a comprehensive inventory of all duties and qualifications required. The duties and/or requirements of this position may be modified, added, or deleted at any time. Other duties may be assigned.