Overview United Way of South Central Oklahoma is looking for a highly organized, people-focused professional to join our team as Office Coordinator. This is more than a front-desk position. The Office Coordinator is at the center of a fast-moving nonprofit organization, helping keep our office running smoothly, supporting our team, welcoming community partners and volunteers, and connecting people with resources that can make a difference. If you're someone who takes initiative, enjoys building relationships, thrives on variety, and wants your work to have a direct impact on south-central Oklahoma, we want to hear from you. Come help us mobilize the caring power of our community and build a stronger southern Oklahoma. United is the Way.

POSITION SUMMARY

The Office Coordinator reports to the Executive Director and provides administrative and operational support to United Way of South Central Oklahoma (UWSCO). This position is responsible for the efficient day-to-day operation of the office and serves as a primary point of contact for donors, partner agencies, volunteers, vendors, and members of the community. The Office Coordinator supports donor and financial administration, campaign activities, board and committee operations, organizational records, and special events. The position requires a high degree of organization, accuracy, professionalism, confidentiality, and the ability to manage multiple priorities.

ESSENTIAL JOB DUTIES

Office Administration and Reception

• Serve as the primary point of contact for visitors, callers, donors, partner agencies, volunteers, and community members.
• Answer and direct telephone calls, respond to general inquiries, take messages, and provide appropriate information or referrals.
• Maintain a working knowledge of UWSCO programs, partner agencies, initiatives, and community resources to appropriately assist callers and visitors.
• Assist community members seeking services by connecting them with appropriate UWSCO programs, partner agencies, 211, or other community resources.
• Maintain a professional, organized, and welcoming reception and office environment.
• Coordinate office operations including supplies, equipment, vendors, service agreements, facility needs, technology needs, and other administrative functions.
• Manage organizational calendars, schedule appointments and meetings, and assist with resolving scheduling conflicts.
• Prepare correspondence, reports, presentations, and other documents as assigned.
• Coordinate incoming and outgoing mail and deliveries.
• Prepare materials for organizational mailings, including maintaining mailing lists, mail merges, printing, collating, stuffing, and distribution.
• Monitor office supplies and equipment and demonstrate responsible stewardship of organizational resources. Financial and Donor Administration
• Receive, document, and process contributions, pledges, payments, and other funds received by the organization in accordance with established internal controls.
• Maintain accurate donor, pledge, contribution, and designation records within the organization's donor database and other systems.
• Prepare deposits and maintain appropriate supporting documentation.
• Process donor acknowledgment and thank-you letters in a timely and accurate manner.
• Assist with the processing and tracking of workplace campaign pledges, corporate gifts, individual contributions, and donor designations.
• Provide accurate and timely financial documentation to the organization's accounting firm and assist with routine reconciliation, reporting, and recordkeeping.
• Assist with invoice processing, expense documentation, and maintenance of financial records.
• Maintain confidentiality and appropriate security of donor, financial, employee, and organizational information.
• Follow established financial policies and internal controls to ensure the proper handling and documentation of organizational funds. Board, Committee and Partner Agency Support
• Provide administrative support for Board of Directors and committee meetings.
• Assist with preparing and distributing agendas, reports, meeting packets, attendance records, and supporting documentation.
• Coordinate meeting logistics including room reservations, technology, refreshments, and other meeting needs.
• Maintain accurate board, committee, and organizational records.
• Assist with Community Investment activities, including communication with partner agencies, collection and organization of required documentation, scheduling, and preparation of committee materials.
• Maintain current contact information and organizational records for UWSCO partner agencies.
• Communicate professionally and effectively with partner agencies regarding meetings, deadlines, reporting requirements, and organizational activities. Campaign, Program, and Event Support
• Provide administrative support for UWSCO's annual fundraising campaign, including preparation of campaign materials, pledge processing, donor records, mailings, reports, and acknowledgments.
• Assist with workplace campaigns and the distribution and collection of campaign materials.
• Provide administrative and logistical support for UWSCO events, volunteer activities, community initiatives, and special projects.
• Assist with event registration, materials, vendor documentation, volunteer information, correspondence, and recordkeeping as needed.
• Work collaboratively with staff, volunteers, partner agencies, and community partners to support successful UWSCO activities. Records and Organizational Support
• Maintain organized electronic and physical organizational files and records.
• Assist with maintaining contracts, agreements, insurance documents, vendor information, organizational policies, and other official records.
• Follow established document retention and confidentiality practices.
• Maintain proficiency in office technology, software, databases, and equipment necessary to perform assigned responsibilities.
• Perform other duties and special projects as assigned by the Executive Director.

QUALIFICATIONS

Required:

• High school diploma or GED.
• At least one year of experience in an administrative assistant, office coordinator, receptionist, bookkeeping, customer service, or similar position.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and related applications.
• Strong organizational and time-management skills with the ability to manage multiple responsibilities and deadlines.
• Strong written and verbal communication skills.
• Demonstrated attention to detail and commitment to accuracy.
• Ability to interact professionally with donors, volunteers, partner agencies, vendors, board members, and members of the public.
• Ability to exercise discretion and maintain confidentiality.
• Ability to work independently while contributing effectively as part of a team.
• Reliable transportation to and from work and the ability to travel locally as required for organizational activities.
• Must successfully complete required background and drug screening.

Preferred:

• Experience working in a nonprofit, community-based, fundraising, or mission-driven organization.
• Experience with donor management, CRM, accounting, or database systems.
• Experience processing financial transactions, maintaining financial records, or working with an outside accounting provider.
• Experience supporting boards, committees, fundraising campaigns, or special events.

PHYSICAL REQUIREMENTS

• Ability to perform work requiring prolonged periods of sitting and/or standing.
• Ability to regularly operate computers and standard office equipment.
• Ability to occasionally lift and transport materials weighing up to 25 pounds.
• Ability to perform duties requiring close and distance vision.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

WORK ENVIRONMENT & SCHEDULE

This position primarily works in a professional office environment. Regular attendance and punctuality are essential. The position may occasionally require work outside normal business hours, including early mornings, evenings, or weekends, to support UWSCO meetings, campaigns, community activities, and special events.

PERFORMANCE EXPECTATIONS

• Maintain accurate and current donor, financial, partner agency, and organizational records.
• Process contributions, pledges, deposits, and donor acknowledgments accurately and in a timely manner.
• Provide responsive, professional service to donors, partner agencies, volunteers, board members, and the public.
• Ensure board and committee meetings are appropriately prepared and supported.
• Maintain organized and accessible organizational records.
• Meet established deadlines and communicate proactively when issues arise.
• Protect confidential information and follow organizational policies and internal controls.
• Demonstrate responsible stewardship of UWSCO resources.
• Contribute to a professional, collaborative, and mission-focused workplace.

EQUAL OPPORTUNITY

United Way of South Central Oklahoma is an equal opportunity employer and is committed to providing equal employment opportunities in accordance with applicable federal, state, and local laws. This job description is intended to describe the general nature and level of work performed by the individual assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties and responsibilities may be modified as organizational needs change.

Pay:

From $17.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) Dental insurance Flexible schedule Health insurance Paid time off Vision insurance

Work Location:

In person