Job Details

Position Title: Administrative Specialist (II)

Budgeted Range: $24.50 - $27.00

Business Unit: Executive Office of Administration

Paygrade: 4

Organization Description:

Our vision is a Rhode Island where every individual in each community has an equal opportunity for justice and prosperity. Since our inception in 1926, the United Way of Rhode Island has effectively moved people from crisis to stability while working to shore up the systems that provide support across the community. When called to action in the face of a global pandemic, we proved that we were built over the last 95+ years to be uniquely equipped to effectively harness resources from government, corporations, nonprofits, and individuals to address the many significant crises affecting all of us.

The pandemic spotlighted how the war on poverty during the past 50 years has not created opportunity and prosperity for all community members. In particular, where you live and the color of your skin can make it challenging to live, learn, and thrive in Rhode Island. That is why, when launching our Live United 2025 strategic plan, we committed to a new mission of uniting our community and resources to build racial equity and opportunities for all Rhode Islanders.

To deliver on the goals of Live United 2025, we must go "deep, rather than wide," with investments and partners to target the root causes that have thwarted Rhode Island's ability to thrive. We serve all Rhode Islanders in need by tackling Rhode Island's great challenge:

Reversing the racial inequities that have plagued Rhode Island's Black, Brown, and Indigenous communities for generations.

That means we are applying all our assets and approaches, including delivery of direct services, strategic community investments, advocacy, and coalition-building to create a better Rhode Island for all. We are applying these tools in the following areas of need:

• Lift United: We invest in affordable housing, improve care coordination, and expand access to adult education and job training opportunities. We also support the growth and stability of women- and minority-owned businesses.
• Achieve United: We work to ensure that all Rhode Island children walk into the classroom ready to learn. This includes increasing literacy levels and expanding access to after-school and out-of-school-time learning programs.
• Invest United: We build nonprofit resiliency and sector leadership development through our Invest United pillar. We empower donors, engage corporations, and connect Rhode Islanders with giving and volunteer opportunities.
• Advocate United: Through research and public policy, we drive systemic change through our Advocate United pillar. And, because democracy is not a spectator sport, we train Rhode Islanders to be advocates and work to increase voter turnout.

Position Summary: The Administrative Specialist II provides essential support to the Executive Office under the guidance of the Director of Executive Administration. This role handles a variety of tasks that require excellent organizational and multitasking skills. The specialist will coordinate projects in support of United Way of Rhode Island's board of directors, community advisory board, and, to the President & CEO, ensuring smooth collaboration between tasks, while managing multiple highly confidential and time-sensitive initiatives. A forward-thinking approach is necessary to anticipate needs, streamline processes, and proactively address challenges. This role demands a high level of discretion, attention to detail, and the ability to balance priorities in a fast-paced environment.

Key responsibilities include project coordination, managing communication flows, supporting team objectives, and providing administrative support to ensure operational goals and organizational plans are met efficiently and effectively.

1. Project Coordination:

• Manage and oversee communications and needs to board of directors, sub-committees, and community advisory members, ensuring smooth collaboration and planning.
• Track project timelines and deliverables, keeping teams updated on progress and milestones.
• Provide a daily/weekly list of priorities to the Director for prioritization.
• Anticipate potential project challenges and proactively resolve them to ensure seamless execution.

2. Communication Management:

• Serve as the primary point of contact for communications related to requests pertaining to the Director of Executive Administration.
• Manage communication flows across departments, ensuring relevant information is conveyed clearly and timely.
• Handle highly confidential and time-sensitive communications with discretion.

3. Administrative Support:

• Provide administrative assistance to the director, including the support of President & CEO scheduling, travel arrangements, and expense reporting.
• Organize and maintain confidential records, ensuring accessibility and security.
• Assist in the preparation of presentations, reports, and meeting materials for key stakeholders.

4. Process Improvement & Efficiency:

• Identify and implement ways to streamline workflows and optimize internal processes for better productivity.
• Proactively identify inefficiencies and provide solutions to enhance team functionality.
• Maintain an organized system for managing multiple priorities in a fast-paced environment.

Qualifications: The following qualifications listed represent our current thinking for the role. You can be a great candidate even if you do not check off everything we describe below. You can also have essential skills, experiences, and strengths we have not thought of. If so, we encourage you to apply and tell us about yourself!

• Organizational Skills: Exceptional ability to manage multiple tasks, priorities, and deadlines simultaneously.
• Communication Skills: Strong written and verbal communication skills with the ability to convey complex information succinctly.
• Attention to Detail: High level of accuracy in managing confidential information, documents, and workflows.
• Problem-Solving: Forward-thinking mindset with the ability to anticipate needs, troubleshoot issues, and find proactive solutions.
• Multitasking: Proven ability to balance competing priorities in a fast-paced environment.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and project management software. Experience with CRM and donor management systems is a plus.
• Discretion: Ability to handle confidential and sensitive information with integrity.
• Self-Sufficiency: Ability to work independently with minimal supervision, demonstrating initiative and ownership of tasks.
• Adaptability: Flexibility to adapt to changing priorities and urgent tasks while maintaining high-quality work.
• Demonstrated ability to work collaboratively with cross-functional teams and foster a positive team environment.
• Experience supporting diverse groups and working in an inclusive environment is desirable.

Core Values:
United Way of Rhode Island is looking for candidates who demonstrate their ability to carry out its core values as follows:

Impact through equity - place equity at the center of process design and stakeholder engagement and honor lived and living experiences.

Respect and value all - is an active team player who builds and fosters internal and external collaboration and partnerships. Seeks input and feedback while also sharing ideas.

Lead with a growth mindset - commit to continued growth and process improvements across the development operations team.

Be a legendary partner - create and foster inclusive interpersonal skills.

Strive for excellence - surfaces and adopts proven and emerging data management practices.

Compensation & Benefits:

Salary/Pay - commensurate with relevant experience and skills, and within a budgeted range of $24.00 - $27.00

Benefits - comprehensive benefits package including healthcare, dental, and vision coverage; flexible spending account; retirement match; and more.

Work-Life Balance - 37.5-hour workweeks on average; earn 20 days of paid leave annually; 3 floating holiday days, 2 personal days, and 9 sick days.

Learning & Development - individual and collective programs to support staff in achieving organizational and career objectives, e.g., CliftonStrengths® by Gallup Strengths and JEDI.

We are an equal opportunity employer and encourage members of traditionally underrepresented communities to apply.