Job Title: Operations & Finance Coordinator
Reporting To: CEO
Status: Exempt
Schedule: Full Time – Core Hours of Monday-Friday 8:30-4:30 p.m. Occasional after hours may be required.
Overview: United Way of Danville Area, Inc. is looking for a detail-oriented professional responsible for day-to-day operations of the organization. This individual will need to be able to work independently in a fast-paced environment, with an emphasis on accuracy, confidentiality, and customer service. Advanced Microsoft Office 365 tools skills is a requirement.
Work Environment: Every member of the UWDA team contributes to our mission. Our paramount value is respect for each other, for our community, and for our supporters. Our office culture values diversity, and our team members are collaborative, innovative, data-driven, and results-oriented. Frequently required to sit/stand at a desk in a stationary position for the full workday. Frequently operates a computer and other office productivity equipment, such as copy machine, printer, and phone. Regularly required to move about the office for meetings. Occasional travel to local meetings, bank, or post office.
Defined Success: The successful candidate will use their experience and talents to provide support to the UWDA staff in all areas of office administration and finance & will work to improve processes to ensure all resources are being used effectively.
Critical Attributes:
● Exceptional organization, independent problem-solving and multi-tasking skills.
● Professional office manner, with an emphasis on customer service and confidentiality.
● Ability to work with Donor Relationship Management Software with training.
● Ability to work with social media platforms and website software with training.
● Comfortable with data management and data analysis, learning new technology.
● Advanced level of Microsoft Office 360 Tools and Zoom.
● Operates effectively even when things are not certain and the “way” forward is not clear.
● Able to work under stress of deadlines and manage several tasks concurrently.
Understands, communicates, and works effectively and respectfully across demographics, socioeconomic, language, and all other constituents that represent diverse cultures of communities.
Key Accountabilities:
Strategic Donor Relationship Management
● Donation identification on the backend of United Way financial platforms to ensure accurate donor assignment.
● Tracking individual donor demographics and investigating donor lifecycle and milestones (i.e. new donor, donor employment changes/ retirements) and utilizing that information to maintain donor contact database and donor recognition.
● Responsible for the organization and cataloging of all incoming pledges, ensuring the correct classification and allocation.
● Draft all donor acknowledgement letters.
● Provide support for workplace campaigns. This includes maintaining employee lists and monitoring phones to assist coordinators/donors with access issues.
● Responsible for maintaining data integrity in DONOR RELATIONSHIP MANAGEMENT SYSTEM.
Office & Administrative Management
● Provide oversight of all office functions: phones, mail, equipment. Maintain and purchase all office supplies and service providers agreements.
● Handle all aspects of in-house mailings and work with outside vendors on out of house produced mailings.
● Record and transcribe Board of Director meeting minutes. Compile and coordinate board materials and provide to Board Members ahead of the meeting. Maintain Board Calendar.
● Handle all event registration for annual meetings and special events.
● Prepares donor communications including donor recognition letters, newsletters, email communications, agency stories and other communications as assigned by the CEO.
● Work with marketing vendor to coordinate social media posts and marketing initiatives.
Finance Support
● Handle all incoming mail.
● Prepares all check deposits, clearly identifying the campaign year on the deposit for accounting administration.
● Maintain monthly donor billing information for all manual, recurring credit card, and ACH payments.
● Manages and prepares all vendor invoices.
● Maintain accurate filing system for all financial documents.
Community Impact Support
● Assist with funding contracts and other correspondence as requested by CEO.
● Supports the preparation of Board Member packets for annual allocation for CEO. Prepares the Board Packets for the allocation event with one week’s notice of allocation meeting. Schedules the Allocation interviews.
Education and Training
● 3 years of related professional office experience preferred.
● High School diploma or equivalent is required, bachelor’s degree or associate degree in business administration, communications, or community relations preferred.
Functional Competencies:
Mission-Focused
● Strives vigorously to accomplish shared goals.
● Links donor, volunteer, and advocates’ aspiration to needs.
Brand Steward
● Acts with integrity and strong ethics to foster trust at all levels.
● Internalizes the meaning and commitment of UWDA and acts according to its value and purpose.
● Is accountable and transparent with all stakeholders.
Self-Management
● Presents oneself in an appropriate manner.
● Is trustworthy and acts with integrity, authenticity, and humility.
● Works in collaboration with the CEO, support staff, and Board of Directors.
Other:
● Valid Driver’s license, automobile insurance, and reliable transportation required.
Technical Knowledge and other requirements:
● Advanced level proficiency in Microsoft Office 365 tools and Zoom is required.
● Adobe and QuickBooks experience preferred.
● Ability to work with Donor Relationship Management System with proper training.
● Ability to work on social media platforms and website software with proper training.
● Ability to work with and maintain office productivity equipment, such as copy machine, printer, phone.
● Ability to present a professional office manner and maintain a high level of confidentiality when working with donor and board of director information.
● 10 Paid Vacation Days- prorated for the first year based on hire date.
● 10 Paid Sick Days - Employees can begin using paid leave after 90 days.
● 12 Paid Holidays- additionally the United Way office is closed the week between Christmas and New Years.
● Retirement Plan - all United Way employees will be enrolled in the company funded retirement plan one year after the date of hire.
