Office Coordinator

Title: Office Coordinator

Reports to: Administrative Services Manager (ASM)

Summary: The Office Coordinator serves as the first point of contact for visitors, tenants, partners, and callers while ensuring the efficient day-to-day operation of the United Way office. This position coordinates office administration, provides administrative support across departments and the operations team, and assists with donor and finance processes.. The Office Coordinator plays a key role in maintaining an organized, welcoming, and highly responsive workplace that supports organizational effectiveness.

United Way of Northern Utah Mission : Uniting people and organizations to build healthy and well-educated communities where individuals, families and neighborhoods thrive.

Location: Ogden, UT (fully onsite)

Hours: This is a 40-hour per week, hourly, non-exempt position. United Way of Northern Utah hours of operation are Monday-Friday 8:00am-5:00pm. Work hours are subject to change based on events and activities happening within United Way.

Compensation Wage: $18-$21 per hour

Benefits: A comprehensive benefits plan includes vacation, sick leave, holidays, health, dental, vision, disability, and life insurance, as well as a 403(b) match of up to 10% of your salary after 1 year of employment.

How to Apply: Send a cover letter AND resume to UWNU Hiring at [email protected]. Applications will NOT be considered without providing BOTH a cover letter AND resume. Please address cover letters and other communications to the Office Coordinator Hiring Committee.

Closing Date: Open until filled

Projected Hiring Timeline: 2-4 weeks; phone screenings should begin the week of October 5th with an intention for in-person interviews with applicable candidates the week of October 19th Key Responsibilities

• Answer phone calls and greet people visiting the United Way office.
• Schedule usage of office meeting spaces and assist with AV, Projector, and meeting set-up.
• Coordinate day-to-day office operations, ensuring the office remains organized, functional, welcoming, and well supplied.
• Reconcile monthly credit card statement in accounting software.
• Complete monthly copy report.
• Track and purchase kitchen supplies against a budget.
• Receive mail daily and track deposits for the Finance Team.
• Provide administrative support to the COO.
• Provide administrative support to the HR department.
• Assist programs with administrative support when appropriate and applicable.
• Assist ASM with Board support and communications if needed.
• Assist with board and leadership meeting logistics as assigned.
• Maintain confidential information with professionalism and discretion.
• Represent the admin team on the People & Culture Committee (PACC)
• Assist HR with internal and external staff and stakeholder recognitions such as birthdays, anniversaries, births, deaths, retirements, etc.
• Provide support for the donor acknowledgment and thank you letter process.
• Support the entry, maintenance, and tracking of donor information within the organization's CRM system.
• Support the receipt, processing, and documentation of in-kind and monetary donations in collaboration with internal teams.
• Other duties as assigned

Required Competencies

• Relationship Building: Ability to engage, motivate, cultivate, manage, and maintain positive relationships with community members, community partners, and colleagues.
• Dependability: Consistently reliable in meeting deadlines, honoring commitments, and producing quality work. Demonstrates accountability, punctuality, and follow-through, earning trust as someone others can count on.
• Written and Verbal Communication: Strong ability to communicate in a friendly and effective manner with persons with diverse backgrounds (families, volunteers, team members) via phone, emails, and otherwise written and verbal conversations.
• Project Management and Organization: Ability to manage multiple projects simultaneously, prioritize tasks, and meet deadlines.
• Tech/Data Proficiency: Comfort using digital tools such as Canva, Adobe, Microsoft 365, Google Suite, email platforms, and data input and visualization tools; comfort and ability to learn the use of new technologies.
• Detail-Oriented: Strong attention to detail, ensuring accuracy and thoroughness in all tasks.
• Problem-Solving: The ability to troubleshoot issues, resolve conflicts, and adapt to changes quickly in a fast-paced environment.
• Open to Feedback: Encourages a feedback-rich environment by soliciting input and fostering open communication within the team.
• Adaptability to Change: Willingness to adapt to new processes, technologies, and program requirements, and help others adjust as well
• Responsive: Ability to respond promptly, prioritize inquiries, and act as needs arise.
• Action-oriented: Look for new solutions to old problems and take on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
• Confidentiality and Professional Judgement: Demonstrates sound judgment, discretion, and professionalism while handling confidential organizational, personnel, and financial information.
• Initiative: Proactively identifies needs, anticipates next steps, and takes ownership of tasks with minimal direction.

Required Qualifications

• 2-3 years of progressively responsible administrative, executive support, office coordination, or office management experience
• 2 years demonstrated customer service experience

Preferred Qualifications

• Bilingual English/Spanish
• Experience within the nonprofit sector

NOTE: The statements in this position description are intended to describe the general nature and level of work being performed but are not to be seen as a complete list of responsibilities, duties, and skills required of the person employed. Also, the statements do not establish a contract for employment and are subject to change at the discretion of the employer. If you have additional questions or concerns related to this position or job posting, please email Madeline Robles, Director of Human Resources, at [email protected].

United Way of Northern Utah is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.