Office Administrator – Financial Mobility

Job Responsibilities

Essential Functions : The following are indicative of the essential functions required to perform this job successfully.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. This profile is not intended to include tasks and responsibilities required;

it describes the critical responsibilities associated with this position.

Administrative Support

Welcomes guests, volunteers, stakeholders, and clients to the Financial Empowerment Center by greeting them, in person or on the telephone;

and answering or directing inquiries to create a hospitable environment.

• Bilingual; English and Spanish
• Receives and promptly acts on all FEC and VITA appointment requests, referrals, and reschedules.
• Database entry; Charity Tracker, FECBOT, and VITA scheduling system
• Office inventory organization and management
• Assists with staff calendar management and partner meeting coordination.
• Reports monthly on call volume, referral trends, contact with clients, and no-show rates.
• Stays up to date on the most frequent and useful outside referral partner programs and communicates these resources regularly with financial counselors.
• Completes building work orders and sales order submissions.
• Organizes supplies throughout the building to enable staff to locate needed items quickly.
• Initiates the process for cheque requests to ensure supplies are stocked and that team members have the resources and tools necessary to perform their responsibilities.
• Prepares conference room and other areas for training, meetings, and events.
• Entry-level experience in posting TikTok, Instagram, and Facebook content.
• Leads VITA appointment line scheduling service with seasonal support.
• Maintains equipment records before, during, and at the completion of tax season.
• Organizes site supply and equipment distribution at the start of tax season and returns at the end of the season.
• Assists FEC and VITA staff with administrative tasks, as requested.

Qualifications

Education :

• High School Diploma or G.E.D equivalent
• Associate degree preferred.
• Bilingual Spanish / English

Experience :

Administrative office support, customer service, or social work : 2 years

Skills :

• Basic computing and data management skills
• Is responsible for maintaining multiple team member’s calendars.
• Multi-line phone skills
• Proficiency with Microsoft Office products, especially Outlook, Word, Excel, and Publisher
• Organization
• Excellent written and verbal communication

Competencies :

• Effective Communication : Ability to effectively communicate through oral, written, and technological means; actively listening and expressing oneself clearly, to ensure those that need specific information acquire it and to prevent extra work from being performed because of lack of departmental communication.
• Brand Advocate : Conducts oneself in a manner that promotes integrity, trust, and strong ethics, in order to protect the reputation and results of UWGN.
• Attention to Detail : Achieves thoroughness and accuracy when accomplishing a task through concern for all the areas; ensures all information is concise, complete, and accurate;

follows detailed procedures; organizes, monitors, and maintains all system processes carefully.

• Ability to Multi-task : Ability to manage multiple projects simultaneously; requires knowledge of time management and setting priorities.
• Team Player : Works cooperatively and collaboratively with others to achieve collective goals; shows commitment to the teams’ purpose and goals by providing members critical information that helps drive success;

works effectively with different personalities across a variety of social and professional situations.

Environmental Conditions and Physical Demands :

• Employees must occasionally lift and / or move up to twenty pounds. The employee is required to stand, walk, climb, and balance.
• Employees spend the majority of their time seated with a phone headset, working at a desk in front of a computer monitor.

Manual dexterity is sufficient to reach / handle items and work with the fingers.

• Well-lighted, heated, and / or air-conditioned indoor office setting with adequate ventilation.
• This position is off-site from UWGN’s campus. This position is required to attend meetings at UWGN’s home campus as scheduled.

United Way of Greater Nashville is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.