Unitedforscmi
Title
Office Assistant
Group/Team Continuum of Care (CoC)
Reports To CoC Program Director
Status Part-time
Classification Hourly, Non-Exempt
Minimum Salary $22.18/hour
Position Summary The Office Assistant provides essential administrative and clerical support to ensure the smooth daily operations of the Continuum of Care (CoC) team and provides support to the Kalamazoo office. The Office Assistant will spend part of their time sharing responsibilities for general office administration for the Kalamazoo office and part of their time providing administrative support to the CoC program. This includes providing administrative support to CoC team members and serves as a first point of contact for all Kalamazoo office visitors and callers, delivering empathetic and informed services. This position is responsible for performing a variety of general administrative functions in a community-facing role that advances UWSCMI's mission and values.
This position will work four days a week including 3 in-person days based out of the Kalamazoo office from 9am-4pm on Tuesday, Wednesday, and Thursday and a fourth day that can be worked in-person or remote based on performance. The position also requires occasional assignment of additional hours during the week, when needed. Occasional travel is required within our organizational footprint (Calhoun, Clinton, Eaton, Ingham, Jackson, Kalamazoo).
Key Responsibilities Equity, Diversity and Inclusion
Contributes to an equitable, diverse, and inclusive organizational culture that centers people in every solution, process, and function.
Front Desk Support and Communication
Greet and assist visitors, clients, and staff
Answer and direct phone calls, take messages, and respond to general inquiries.
Answer general questions about UWSCMI programs and services with a high degree of knowledge and effectively direct visitors, clients, and staff to the appropriate team member or department, as needed.
Office Operations
Manage incoming mail, packages, and deliveries.
Intake cash and check donations with administrative team with finance support
Provide back-up support to monitor and order office supplies; ensure common areas are organized and stocked.
Provide back-up support to help organize and maintain office common areas.
Continuum of Care Administrative Support
Assist with scheduling meetings, appointments, and conference room reservations.
Prepare and distribute correspondence, reports, and other documents as assigned.
Assist with meetings and special events, including preparing room, compiling packets, food ordering, etc.
Support payment processing, maintenance of receipts and coordinate with the Finance Department as necessary.
Travel arrangements as necessary.
Performs other related duties as assigned.
Job Requirements
Demonstrate a commitment to equity, diversity, and inclusion and ability to apply anti-oppressive and anti-racist principles in the workplace. Experience in customer support, administrative support, and office administration preferred. Formal education such as an associate's degree in business support or office administration may substitute or supplement experiences to meet this requirement.
Ability to learn and communicate information about the organization with a high level of detail and understanding.
Prior customer service experience serving unhoused individuals and/or low to moderate-income community members preferred.
Ability to use Microsoft Office Suite including Word, Excel, Outlook, Teams, SharePoint, and PowerPoint programs with a high degree of technical skill. Previous database experience is preferred.
Demonstrated ability to manage multiple tasks in a busy office setting with ability to prioritize work
Outstanding interpersonal, written and oral communication skills with the ability to work with diverse populations including ALICE (Asset-Limited, Income Constrained, Employed) households and those disproportionately represented among ALICE.
Demonstrated ability to perform a variety of administrative procedures and practices with accuracy and adherence to organizational policy, procedure, and process.
Demonstrated ability to exercise sound judgment and problem solving in administrative matters, and demonstrate a high degree of empathy, care, discretion, and courtesy.
Maintains the confidentiality of highly sensitive information.
Work Environment & Physical Demands
Ability to work in front of a computer for extended periods of time.
Ability to move equipment, supplies, and other items across office up to 30 pounds.
Ability to frequently open and close standard office doors.
Frequent sitting, standing, and walking.
Reliable transportation for travel within our six-county footprint. Use of a personal motor vehicle for transportation requires proof of insurance and the driver must have a valid Driver's license. (Note: mileage for work travel is reimbursed at the IRS mileage rate.)
Moderate level of stress caused by tight deadlines.
Occasional work outside of normal business hours.
Successful completion of a criminal background check.
Salary All of the roles within UWSCMI have pay ranges that commensurate with the knowledge, skills, and abilities of the successful candidate. The hourly rate for this position is $22.18 per 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. We believe that these communities must be centered in the work we do. We strongly encourage applications from people with these identities or who are members of other marginalized communities. We are continuously building capacity and accountability into our policies, practices, and partnerships. We seek those who can lead and move alongside us in this work.
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).
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Group/Team Continuum of Care (CoC)
Reports To CoC Program Director
Status Part-time
Classification Hourly, Non-Exempt
Minimum Salary $22.18/hour
Position Summary The Office Assistant provides essential administrative and clerical support to ensure the smooth daily operations of the Continuum of Care (CoC) team and provides support to the Kalamazoo office. The Office Assistant will spend part of their time sharing responsibilities for general office administration for the Kalamazoo office and part of their time providing administrative support to the CoC program. This includes providing administrative support to CoC team members and serves as a first point of contact for all Kalamazoo office visitors and callers, delivering empathetic and informed services. This position is responsible for performing a variety of general administrative functions in a community-facing role that advances UWSCMI's mission and values.
This position will work four days a week including 3 in-person days based out of the Kalamazoo office from 9am-4pm on Tuesday, Wednesday, and Thursday and a fourth day that can be worked in-person or remote based on performance. The position also requires occasional assignment of additional hours during the week, when needed. Occasional travel is required within our organizational footprint (Calhoun, Clinton, Eaton, Ingham, Jackson, Kalamazoo).
Key Responsibilities Equity, Diversity and Inclusion
Contributes to an equitable, diverse, and inclusive organizational culture that centers people in every solution, process, and function.
Front Desk Support and Communication
Greet and assist visitors, clients, and staff
Answer and direct phone calls, take messages, and respond to general inquiries.
Answer general questions about UWSCMI programs and services with a high degree of knowledge and effectively direct visitors, clients, and staff to the appropriate team member or department, as needed.
Office Operations
Manage incoming mail, packages, and deliveries.
Intake cash and check donations with administrative team with finance support
Provide back-up support to monitor and order office supplies; ensure common areas are organized and stocked.
Provide back-up support to help organize and maintain office common areas.
Continuum of Care Administrative Support
Assist with scheduling meetings, appointments, and conference room reservations.
Prepare and distribute correspondence, reports, and other documents as assigned.
Assist with meetings and special events, including preparing room, compiling packets, food ordering, etc.
Support payment processing, maintenance of receipts and coordinate with the Finance Department as necessary.
Travel arrangements as necessary.
Performs other related duties as assigned.
Job Requirements
Demonstrate a commitment to equity, diversity, and inclusion and ability to apply anti-oppressive and anti-racist principles in the workplace. Experience in customer support, administrative support, and office administration preferred. Formal education such as an associate's degree in business support or office administration may substitute or supplement experiences to meet this requirement.
Ability to learn and communicate information about the organization with a high level of detail and understanding.
Prior customer service experience serving unhoused individuals and/or low to moderate-income community members preferred.
Ability to use Microsoft Office Suite including Word, Excel, Outlook, Teams, SharePoint, and PowerPoint programs with a high degree of technical skill. Previous database experience is preferred.
Demonstrated ability to manage multiple tasks in a busy office setting with ability to prioritize work
Outstanding interpersonal, written and oral communication skills with the ability to work with diverse populations including ALICE (Asset-Limited, Income Constrained, Employed) households and those disproportionately represented among ALICE.
Demonstrated ability to perform a variety of administrative procedures and practices with accuracy and adherence to organizational policy, procedure, and process.
Demonstrated ability to exercise sound judgment and problem solving in administrative matters, and demonstrate a high degree of empathy, care, discretion, and courtesy.
Maintains the confidentiality of highly sensitive information.
Work Environment & Physical Demands
Ability to work in front of a computer for extended periods of time.
Ability to move equipment, supplies, and other items across office up to 30 pounds.
Ability to frequently open and close standard office doors.
Frequent sitting, standing, and walking.
Reliable transportation for travel within our six-county footprint. Use of a personal motor vehicle for transportation requires proof of insurance and the driver must have a valid Driver's license. (Note: mileage for work travel is reimbursed at the IRS mileage rate.)
Moderate level of stress caused by tight deadlines.
Occasional work outside of normal business hours.
Successful completion of a criminal background check.
Salary All of the roles within UWSCMI have pay ranges that commensurate with the knowledge, skills, and abilities of the successful candidate. The hourly rate for this position is $22.18 per 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. We believe that these communities must be centered in the work we do. We strongly encourage applications from people with these identities or who are members of other marginalized communities. We are continuously building capacity and accountability into our policies, practices, and partnerships. We seek those who can lead and move alongside us in this work.
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).
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