Administrative Support Specialist

United Way Worldwide; Columbia (SC); On-site; USD 42,000 - 60,000; Full time

Job summary

United Way Worldwide is seeking an Administrative Support Specialist to act as a centralized resource across Front Desk Operations, Accounting, HR, IT, and Marketing. The role coordinates administrative workflows, CIC bookings, and departmental projects while supporting the Facilities Operations Manager on related tasks.

This role improves efficiency and service delivery by connecting departments and handling frontline operational support and logistics.

Qualifications

• Associate degree or a minimum of 4 years of related experience in administrative planning and workflow management.
• 4+ years Project Management experience.
• Mainframe Operations Software and Microsoft Office.
• Ability to diffuse disgruntled guests or circumstances at the front desk.
• Effective teamwork, communication, strong interpersonal skills, and service oriented.
• Ability to analyze and solve problems, multi-task, and prioritize. Quickly and efficiently.
• Must possess good general mobility and can lift up to 25lbs
• Ability to maintain a calm, professional demeanor in a sometimes fast-paced environment.

Responsibilities

• Assist Facilities Operations Manager with the administrative tasks of College Work-study Students, Volunteers, and project vendors.
• Triage and serve as a liaison for visitors and guests requesting vital services.
• Assists with basic troubleshooting on AV equipment in CIC when IT is not available.
• Manage workflow processes related to CIC room rentals, contract processing, food vendor relationships, monitoring of rental fee payments, and project reports.
• Assist with other general administrative tasks as needed.
• Assists the Marketing team with operational and logistical needs, including event coordination, internal communications and meetings.
• Assist the VP of Finance, Finance Department and IT Department with Vital Projects as needed.

Skills

Teamwork

Problem solving

Multi-tasking

Prioritization

Customer service

Education

Associate degree or 4 years related experience

Bachelor's degree or 6 years related experience

Tools

Mainframe Operations Software

Microsoft Office

Job description

The Administrative Support Specialist serves as a centralized operational resource supporting multiple departments, including Front Desk Operations, Accounting, HR, IT, and Marketing. This position ensures smooth day-to-day operations by coordinating administrative workflows to include CIC bookings, managing shared departmental projects, triaging walk-ins, and supporting the front desk switchboard. There may be times when this role will support the Facilities Operations Manager with tasks related to projects.

The role functions as a connector between departments, improving efficiency, consistency, and service delivery while allowing each team to remain focused on vital core responsibilities. The Administrative Support Specialist provides frontline operational support, logistical coordination, and administrative assistance that strengthens organizational effectiveness across departments.

Position Responsibilities Essential - 60%

• Assist Facilities Operations Manager with the administrative tasks of College Work-study Students, Volunteers, and project vendors.
• Triage and serve as a liaison for visitors and guests requestingvital services.
• Assists with basic troubleshooting on AV equipment in CIC when IT is not available.
• Manage workflow processes related to CIC room rentals, contract processing, food vendor relationships, monitoring of rental fee payments, and project reports.
• Assist with other general administrative tasks as needed.

Marketing, IT, FINANCE AND HR– 40%

• Assists the Marketing team with operational and logistical needs, including event coordination, internal communications and meetings.
• Assist the VP of Finance, Finance Department and IT Department with Vital Projects as needed.

Essential Skills and Requirements

Required:

• Associate degree or a minimum of 4 years of related experience in administrative planning and workflow management.
• 4+years Project Management experience.
• Mainframe Operations Software and Microsoft Office.
• Ability to diffuse disgruntled guests or circumstances at the front desk.
• Effective teamwork, communication, strong interpersonal skills, and service oriented.
• Ability to analyze and solve problems, multi-task, and prioritize. Quickly and efficiently.
• Must possess good general mobility and can lift up to 25lbs
• Ability to maintain a calm, professional demeanor in a sometimes fast-paced environment.

Ability to interact with diverse populations.

Preferred:

• Bachelor's degree or 6 years of relevant experience in Administrative Operations.
• High Interpersonal and Problem-Solving Skills.