Receptionist / Administrative Assistant (VRC)

United Way Broward; Fort Lauderdale (FL); On-site; USD 38,000 - 48,000; Full time

Job summary

United Way International seeks an organized administrative assistant to serve as the primary front desk and telephone contact for the MISSION UNITED VRC. You will manage the Senior Director, Veterans Services’ calendar, prepare minutes, and coordinate meetings with staff, partners, and volunteers.

Responsibilities include handling confidential information, coordinating logistics for Advisory Council activities, and ensuring professional service to Veterans and families facing housing or

Qualifications

• Bachelor’s degree and at least one year of admin support preferred.
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Responsibilities

• Answers calls, routes inquiries, and records messages.
• Greets visitors and directs to appropriate staff/resources.
• Manages calendar and coordinates meetings for supervisor.
• Prepares correspondence, proofreads documents, and tracks deadlines.
• Coordinates Advisory Council and committee meetings, notices and venues.
• Records minutes, tracks action items, distributes materials.
• Maintains sign-in, mail handling, and filing systems.
• Supports staff meetings, trainings, and office logistics.
• Maintains inventory and processes supply orders.
• Protects confidential information and exercises discretion.

Skills

Calendar management

Reception & front desk

Customer service

Verbal communication

Written communication

Administrative support

Confidentiality

Team coordination

Education

Bachelor’s degree or higher

Associate’s degree with 5+ years experience

Calendar, meeting coordination

Telephone & reception experience

Agendas, minutes preparation

MS Office & scheduling tools

Excellent written/verbal skills

Independent work & discretion

Compassionate with clients in distress

Problem solving & initiative

Motivated & dependable

Tools

Microsoft Outlook

Microsoft Word

Excel

PowerPoint

Teams

Job description

General Description:

This position serves as the primary telephone and front desk contact for the MISSION UNITED Veteran Resource Center (VRC) and provides direct administrative support to the Senior Director of Veterans Services. Responsibilities include managing incoming calls, welcoming Veterans and visitors, coordinating the Senior Director’s calendar, scheduling meetings, preparing Advisory Council meetings, and supporting daily office operations. This position ensures professional, timely, confidential, and respectful service to Veterans, their families, staff, volunteers, and community partners.

Primary Job Responsibilities & Duties:

1. Answers incoming calls to the VRC courteously and promptly; provides accurate general program information, routes calls to appropriate staff, and records and distributes messages.
2. Greets veterans, family members, volunteers, community partners, and other visitors professionally; identifies the purpose of their visit and connects them with appropriate staff or resources.
3. Recognizes urgent or crisis-related concerns and promptly connects individuals with trained staff or emergency resources in accordance with established procedures.
4. Manages the Senior Director, Veterans Services’ calendar, including scheduling meetings, coordinating availability, resolving scheduling conflicts, and providing timely reminders.
5. Coordinates internal and external meetings for their direct supervisor, including invitations, meeting locations, virtual meeting links, materials, and follow-up communications.
6. Provides daily administrative support to their direct supervisor including preparing correspondence, proofreading documents, organizing records, compiling information, and tracking assigned deadlines and follow-up items.
7. Coordinates administrative preparation for MISSION UNITED Advisory Council and committee meetings, including scheduling, meeting notices, attendance confirmations, room arrangements, technology, and refreshments as appropriate.
8. Records and prepares draft meeting minutes for review and approval; maintains attendance records, tracks action items, and distributes approved materials as directed.
9. Maintains visitor sign-in and sign-out records, notifies staff when visitors arrive, and follows building access procedures.
10. Receives, sorts, and distributes mail, deliveries, and packages promptly.
11. Maintains organized electronic and physical filing systems for correspondence, meeting materials, administrative records, manuals, and other program documents.
12. Assists with logistical arrangements for staff meetings, training sessions, roundtables, and other MISSION UNITED activities.
13. Maintains office, kitchen, and client supply inventories; submits supply orders within approved purchasing procedures and budget limits.
14. Protects confidential Veteran, personnel, financial, and organizational information and exercises sound judgment when responding to internal and external inquiries.

Other Job Duties:

1. Provides responsive customer service, follows through on commitments, and communicates respectfully with Veterans, families, staff, Advisory Council members, donors, volunteers, and community partners.
2. Builds and maintains productive working relationships with internal teams and external partners.
3. Consistently demonstrates professional telephone etiquette, discretion, and courtesy.
4. Prioritizes telephone and front desk coverage alongside administrative assignments; communicates competing demands and scheduling concerns promptly to their supervisor.
5. Prepares and processes assigned expense reports, invoices, purchase orders, and related administrative documentation; tracks completion and routes items for required approval.
6. Assists with timesheet reminders and administrative follow-up, as assigned, while maintaining appropriate confidentiality and approval procedures.
7. Maintains current administrative reference materials, including staff directories, program summaries, resource lists, and training schedules.
8. Performs work in accordance with organizational policies, applicable program requirements, record retention procedures, and established service standards.
9. Works under general supervision and exercises initiative and sound judgment within the scope of the position; refers clinical, eligibility, financial approval, and other specialized decisions to authorized staff.
10. Identifies opportunities to improve scheduling, communication, recordkeeping, and office efficiency.
11. Performs other administrative duties and assumes additional responsibilities as assigned by the Senior Director or designated supervisor.
12. Participates in United Way’s crisis preparedness and response efforts as assigned, consistent with organizational procedures and the responsibilities of this position.

Supervises:

N/A. This position has no supervisory responsibilities.

Education & Experience:

• Bachelor’s degree and at least one year of administrative support experience in a professional office environment preferred.
• Minimum of an associate’s degree from an accredited college or technical school, or an equivalent combination of education and experience, with at least five years of related administrative experience.
• Experience managing calendars, coordinating meetings, and providing direct administrative support.
• Experience answering a busy telephone line and providing reception or customer service support.
• Experience preparing agendas, meeting materials, and minutes.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and related scheduling, document management, and data entry systems.
• Excellent verbal and written communication, customer service, and interpersonal and documentation skills.
• Must have proven ability to work independently, follow established procedures, and exercise discretion when handling confidential information.
• Must be able to interact compassionately and professionally with Veterans and families experiencing housing instability, financial hardship, or other stressful circumstances.
• Must have strong problem-solving skills, attention to detail, initiative, and a positive, dependable approach to work.
• Must be self-motivated, compassionate and have a positive attitude.

Core CompetencyRequirements:

• Excels at customer service– Serves (treats) all customers (internal and external) withutmost respect and responsiveness in order to deepen relationships and advanceUWBC’smission.
• Drives for results– Has a passion for innovation and risk-taking, meets and exceedsqualitativeandquantitative goals in athoughtfulandtime-driven manner.
• Commitstotheorganization–Hastheresponsibilityforaligningone’sownbehavior,leadershipandcommitmentwith theneeds,priorities,goalsandcultureofUWBC.
• Embraces diversity and inclusion– Creates an atmosphere that respects andembragesengagementof allpeople,ideasandbackgroundsandaligns withUnitedWay’s values.
• Seizes learning –Able and willing to learn new skills and knowledge and accept newchallengestofurtherUnitedWay’smission.
• Manages multiple projects and tasks– Effectively manages time and resources torespond to emerging needs while continuing to deliver on organizational goals,objectivesandtimelines,andseekshelpwhenneededinjugglingpriorities.
• Personifies teamwork– Demonstrates good collaboration and communication to beeffectivein anyteamsetting.

Environment & Physical Demands:

• The office environment is climate controlled (i.e., heated and air-conditioned). Lighting is adequate through overhead lighting as well as windows and blinds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work duties will also entail outside environments and exposure to elements.
• The employee will also work in a public service delivery environment. Hectic situations can occur in public areas and other facilities characteristic to working with the homeless community and the related concerns and situations related to homeless conditions. Potential exists for volatile and unpredictable situations to occur. May experience exposure to strong odors such as soiled clothes and poor hygiene.
• Physical demands include sitting and/or standing for extended periods of time; bending; lifting approximately 25 pounds; and regular use of the telephone, copier, fax, and computer. Demands also involve protracted concentration.