Program & Operations Assistant (Part-Time) About United Way of Daviess County
United Way of Daviess County works to strengthen our community by supporting initiatives that improve education, financial stability, and health. Through partnerships with local organizations, businesses, and volunteers, we help connect individuals and families with the resources and opportunities they need to succeed. Our work is built on collaboration, community engagement, and a commitment to making a meaningful impact across Daviess County.
Position Summary
United Way of Daviess County is seeking a highly organized and detail-oriented Program & Operations Assistant to support daily operations, community programs, fundraising campaigns, and organizational communications.
This role requires strong written communication skills, professionalism when interacting with donors and community partners, and the ability to manage multiple responsibilities and priorities in a fast-paced nonprofit environment.
The ideal candidate is proactive, resourceful, dependable, punctual, and comfortable learning new processes independently. They should be capable of producing polished work with minimal editing while supporting the Executive Director and advancing the organization's mission. Consistent attendance, adherence to the established work schedule, follow-through, and timely completion of assigned responsibilities are essential to this position.
Applicants should be comfortable producing professional correspondence and documents with strong attention to detail and learning new systems and processes as needed.
Key Responsibilities
Program & Event Support
- Assist in planning, preparing, and executing community programs, fundraising campaigns, and special events.
- Coordinate meeting and event logistics, including scheduling, materials preparation, setup, and cleanup.
- Provide on-site event support such as registration, distributing materials, and assisting attendees.
- Regularly take and upload photos from events, programs, and outreach activities and organize media files in proper folders for internal and external use.
Executive & Grant Support
- Support the Executive Director with calendars, meeting schedules, key deadlines, and other administrative needs.
- Prepare professional letters, presentations, reports, board packets, and other organizational materials.
- Attend board and committee meetings and prepare clear, summarized meeting minutes, acting as secretary.
- Assist with grant-related documentation, deadline tracking, reporting, and organization of supporting materials.
Office Operations & Communications
- Serve as a professional point of contact for donors, volunteers, board members, community partners, and stakeholders.
- Respond professionally and timely to emails, calls, and in-person inquiries.
- Draft, format, and proofread professional correspondence, including letters, emails, reports, and campaign communications.
- Coordinate and distribute campaign materials, bulk mailings, and email communications using mail merge and online tools.
- Maintain and update the organization's website content, ensuring event and program information remains current.
- Maintain a clean and organized office environment, including supplies and storage areas.
- Provide referral information and assist walk-in community members with available resources.
- Complete routine office, banking, event, and supply errands as needed.
Data Management, Donations & Reporting
- Use or learn the Citrix-based campaign platform to access donor records, track data, and generate reports.
- Track donations, sponsorships, and campaign contributions and maintain accurate donor records.
- Prepare and complete weekly deposits and maintain accurate donation and deposit records.
- Prepare and submit weekly financial batches to designated processors and ensure required documentation is complete and accurate.
- Prepare and submit check requests and other routine financial documentation in a timely manner.
- Prepare and send donor acknowledgment letters and thank-you cards in a timely and professional manner.
- Keep donor, sponsor, and campaign lists current and assist with reporting as needed.
Qualifications & Skills
The ideal candidate will demonstrate:
- Dependability and punctuality, with the ability to consistently follow an established work schedule.
- Strong initiative and a self-starter mentality, with the ability to work independently, learn new processes, identify next steps, and complete routine responsibilities with limited guidance.
- Ability to prioritize responsibilities, work efficiently through assigned tasks, and adjust priorities as deadlines and organizational needs change.
- Consistent follow-through on assignments and the ability to meet established deadlines and communicate proactively when questions, concerns, or delays arise.
- Strong written and verbal communication skills when interacting with donors, volunteers, businesses, board members, and community partners.
- Excellent attention to detail and accuracy in correspondence, documents, data entry, and recordkeeping.
- Ability to draft, format, proofread, and produce professional-quality correspondence and documents requiring minimal editing.
- Professionalism and strong interpersonal skills when representing the organization in person, by phone, and through written communication.
- Ability and willingness to quickly learn new systems, processes, and office tools, including mail merge, databases, online platforms, and other technology used by the organization.
- Strong organization and time-management skills with the ability to manage multiple responsibilities in a fast-paced environment.
- Proficiency in Microsoft Office, including Word, Excel, and Outlook, with strong typing and document-formatting skills.
Work Conditions & Availability
- Part-time position: 30 hours per week.
- Primarily daytime hours, Monday–Thursday.
- Employee will maintain an established weekly work schedule agreed upon at the time of hire.
- Consistent attendance and punctuality are required. Employees are expected to be ready to work at their established start time and maintain their agreed-upon schedule.
- Flexibility is required during campaigns, events, kickoff activities, and occasional evening meetings; hours may be flexed accordingly with approval.
- A 60-day introductory period applies to new employees, during which attendance, punctuality, performance, communication, follow-through, and ability to meet deadlines will be evaluated.
Compensation & Benefits
- $17.00 per hour.
- 60 hours of Paid Time Off (PTO) annually.
- 35 hours of flexible paid holiday leave annually.
- Full annual PTO and holiday benefits become available following the February review. New hires may be eligible for prorated PTO and holiday leave based on their start date and successful completion of the introductory period.
- Professional training and development opportunities.
- United Way apparel provided for events and outreach.
- Occasional staff meals and employee recognition.
- The office is closed on federal holidays. Employees may choose to take the day off or work their regular hours depending on workload; holidays are unpaid unless PTO is applied and available.
How to Apply
Please submit a current resume and cover letter outlining your relevant experience, skills, and interest in the position. Applications submitted without both a resume and cover letter may not be considered.
Job Type: Part-time
Pay: From $17.00 per hour
Benefits:
Experience:
- office and/or non-profit: 2 years (Required)
Ability to Commute:
- Washington, IN 47501 (Required)
Work Location: In person
