Administrative Coordinator, 211 Texas/United Way HELPLINE

Under minimal supervision and a high level of personal initiative, the Administrative Coordinator will perform administrative duties for the Texas/United Way 2-1-1 Helpline department with a high degree of accuracy and speed. This role will require broad knowledge of organizational practices, policies, and procedures, as well as an understanding of the department’s functions. The Administrative Coordinator engages with internal and external stakeholders while managing highly detail-oriented work in a fast-paced, deadline-driven environment.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Provide administrative support to the division/department. This includes, but is not limited to, answering and routing phone calls, responding to routine inquiries and requests, data entry, ordering supplies, scheduling and meeting logistics, preparing reports, presentations, and materials. Implements divisions/department’s programs and processes using specialized software programs and subject matter knowledge base pertinent to division/department activities. Coordinates with internal and external constituencies.

• Organizes and executes job functions specific to the Division/Department’s objectives. Sends monthly and quarterly invoices to partners. Maintains a calendar of contractual deliverables, tracks due dates, and sends reminders. Manages the Division/Departments calendar of activities, including meetings, tours, outreach events, offline coverage requests, etc. Assists with planning monthly staff meetings and managers’ team meetings.

• Performs advanced administrative or project-oriented duties as assigned by supervisor with a high degree of accuracy. Investigates, prioritizes, and determines the best approach to manage projects within specific time constraints. Assist in keeping projects on schedule and take initiative in the manager’s absence.

• Other duties as assigned, which could include, but are not limited to, support for general United Way events and special projects.

EDUCATION: 

High school diploma or equivalent is required.

EXPERIENCE:

• Minimum of three years of experience demonstrating strong administrative and office management skills, including proficiency with office technology, professional communication, records management, and document preparation.
• Advanced computer proficiency, including the Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint, Access), along with experience using data management systems and online survey tools (e.g., SurveyMonkey, Doodle).
• Excellent written and verbal communication skills.
• Ability to handle confidential information while managing multiple responsibilities effectively.
• Strong interpersonal skills with the ability to engage and work collaboratively with staff and volunteers at all levels.
• Excellent organizational and numerical skills, with strong attention to detail and the flexibility to adapt in a dynamic environment.