Provides administrative support to the Regional Vice President, Director of Regional Impact Initiatives, and Local Operating Boards Facilitates communications & meetings between the Regional Vice President and Director of Regional Impact Initiatives and community/business leaders.  Responsible for coordinating the certification of the Emergency Food & Shelter Program. Completes a broad range of confidential administrative/management assignments.
Coordinates finance and administrative information with the Pittsburgh and Butler offices.

In addition, this position is accountable for the operations of the Westmoreland County office and all related activities.

Essential Functions

Facilitate communications between the Regional Vice President and Director of Regional Impact Initiatives and various community/ business leaders, scheduling meetings, phone calls and correspondence as needed.

• Schedule appointments/meetings, maintain calendars and contact lists.

• Responsible for travel and conference arrangement if requested.

• Prepare letters/correspondence as needed.

• Complete research as needed, develop and compile survey information and generally serve as resource.

• Call to attention tasks, phone calls and other commitments

• Schedule and attend all staff, Local Operating Board, and/or related committee meetings, disseminate agendas and track follow-up with appropriate parties.

• Schedule CEO calls for Regional Vice President, coordinating with staff as requested and corporate partner CEOs.

• Ensures that all external communication materials are accurate and error free.

• Maintain and prepare all grant recording and reporting as required.

• Negotiate all contracts and lease agreements with office space, telephone and office equipment.

• Coordinate furniture and equipment purchases and moving of office spaces.

• Notify building maintenance of issues.

Local Operating Boards, and Impact related Committees

• Supports the Local Operating Boards, making meeting arrangements, developing agenda & support documents, developing minutes, and communicating information in consultation with executive hosting the committee.

• Handles on-going communication as well as individual inquiries between office and Board members; gathers meeting contents and related reports and schedules individual meetings as requested. Works with Pittsburgh staff to ensure documents needed for SWPA Board of Directors and Executive Committee are provided in a timely manner.

• Prepares for and schedules new board orientation sessions.

• Maintain records for the board such as bylaws, board attendance etc.

• Manage Board Effect, the online board meeting and resource center, by posting meeting and other materials, assigning logins, interfacing with the support center, and providing tech support to the board members.

Community Impact Grants and Partner Agency Support

• Maintain partner agency grant related information, assisting Director of Regional Impact Initiatives in all aspects of Impact grant related work, including online GLM system, scheduling meetings, and communications with review team members and grant applicants.  Monitors partner compliance with United Way Partner Agreement.

• Serves as contact person for EFSP (Emergency Food & Shelter Program) for Westmoreland County and provides assistance for Allegheny County as requested.  Coordinates board membership, schedules meetings, and prepares related paperwork and reports for submission to federal government through online system.

Additional Functions

• Open and distribute all incoming mail and packages.

• Batch and send all incoming paper checks to PNC for processing.

• Create envelopes in Andar for all new incoming donations, paper and payroll, and forward for processing.

• Phone responsibilities

• Maintain company support staff card and receipts.

• Ensure kitchen and/or meeting supplies are stocked.

• Provide administrative support to other positions as needed.

Education and Experience

• Required
  • 3-5 years’ experience as staff support at the executive level.
  • Must maintain confidential information.

Annual Salary

• Pay Grade 104
• Salary Range $40,600 - $47,800

Knowledge, Skills, and Abilities

• Required
  • Strong administrative and interpersonal skills
  • Strong attention to detail
  • Excellent written and oral communication abilities
  • Capable of managing multiple tasks with strict deadlines
  • Excellent organizational and customer service skills
  • Work well independently and within a team
  • Must display a professional demeanor and must be able to work effectively and tactfully with diverse groups of people.

Certifications/Licenses

• Required
  • Microsoft Word, PowerPoint, Outlook and Excel or other PC-based spreadsheet, as well as donor management software
  • Strongly recommend possessing a valid driver’s license and vehicle.

Physical Demands

• SedentaryExerting up to 10 lbs. of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body. Involves sitting most of the time but may involve walking or standing for brief periods of time.

Travel Requirements

• Occasional travel within the region via ground transportation

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, new ones may be assigned at any time with or without notice.