Office manager (part-time)

Description

United Way of the Bluegrass (UWBG) works to create the opportunity for all members of our community to have a better life. We focus on the building blocks of a good life — a quality education, financial stability for individuals and families, and good health. The work of UWBG focuses on strategic initiatives, public education, advocacy, outcomes and evaluation, development, and strengthening of partnerships/collaborations, convening, resource mobilization and investment as well as backbone and engagement strategies and activities. We bring together the voices, the expertise, and the resources to define, articulate and implement a common agenda for change for our region. That is what it means to "Live United" in Central Kentucky.

POSITION

The Office Manager provides administrative, facilities, and front-of-house support for United Way of the Bluegrass on a part-time basis, up to 29 hours per week. This role serves as the organization's primary point of contact for visitors, vendors, and community partners; coordinates office and facilities operations; supports onboarding and offboarding logistics; and provides routine financial administrative support. This role reports to the President & CEO on an interim basis.

ESSENTIAL FUNCTIONS

Visitor & Stakeholder Reception

• Serve as the primary point of contact for visitors, vendors, and community partners, greeting and directing them consistent with UWBG's Visitors Policy.
• Screen and route incoming phone calls to the appropriate staff member.
• Manage incoming and outgoing mail and packages.

Facilities Coordination

• Coordinate with the cleaning vendor and serve as the point of contact for routine facility needs, escalating anything beyond routine scope.
• Conduct routine facility walk-throughs to confirm cleanliness and basic safety and compliance conditions (clear exits, current fire extinguisher tags, unobstructed accessible pathways), escalating any issue requiring outside vendor attention.
• Administer key fob issuance, tracking, and return in accordance with UWBG's Key Fob Policy.
• Monitor and order office supplies, maintaining adequate inventory without overstocking.
• Serve as the scheduling and access liaison between staff and IT contractors for routine support requests.

Onboarding & Offboarding Support

• Coordinate onboarding logistics for new hires, including workspace setup, key fob issuance, and supply kits.
• Coordinate offboarding logistics for departing employees, including key fob return, equipment collection, and workspace closeout, in partnership with the HR Generalist.

HR & Administrative Support

• Assist the HR Generalist with filing, new-hire paperwork preparation, and interview scheduling.
• Provide general office administration support as needed.

Financial Administrative Support

• Deposit checks according to established organizational procedures, maintaining an accurate log of each deposit for reconciliation with Finance.
• Maintain accurate records of routine financial administrative tasks performed.

SUPERVISORY RESPONSIBILITIES

No

Requirements

CORE UNITED WAY COMPETENCIES

• MISSION-FOCUSED - A top priority is to create real social change that leads to better lives and healthier communities. This competency drives performance and professional motivation.
• RELATIONSHIP ORIENTED - Understands that people come before process and is astute in cultivating and managing relationships toward a common goal.
• COLLABORATOR - Understands the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.
• RESULTS-DRIVEN - Dedicated to shared and measurable goals for the common good, creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
• BRAND STEWARD - A steward of the brand and understands his/her role in growing and protecting the reputation and results of the greater network.

QUALIFICATIONS

• High school diploma required; Associate's degree preferred.
• 1 to 2 years of administrative, office support, or front-desk experience.
• Demonstrated trustworthiness with confidential information and cash-handling responsibilities.
• Strong organizational skills and reliable, consistent attendance, given the coordination-dependent nature of the role.
• Comfortable serving as the first point of contact for a range of internal and external stakeholders.

REQUIRED LICENSE/REGISTRATION/CERTIFICATIONS

None

WORK ENVIRONMENT

This position primarily operates in a professional office environment and routinely uses standard office equipment, computers, and phones. The role requires frequent, direct interaction with visitors, vendors, community partners, and staff at all levels, and serves as a consistent front-of-house presence during scheduled hours. Occasional movement between UWBG facilities may be required. The position may occasionally involve moderate noise levels or changing activity during organizational events.

EXPECTED WORK HOURS

This is a part-time, non-exempt, hourly position of up to 29 hours per week. Flexible daily hours may be available year-round.

PHYSICAL REQUIREMENTS

The employee must be able to perform the essential functions of the position, with or without reasonable accommodation. The position regularly requires the employee to:

• Remain in a stationary position and work at a computer or front desk for extended periods.
• Communicate effectively in person and by telephone.
• Move throughout the office and occasionally between UWBG locations.
• Operate standard office equipment.
• Occasionally lift, carry, or move mail, supplies, or office materials weighing up to 25 pounds.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the position's essential functions.

PRE-EMPLOYMENT SCREENING REQUIREMENTS

Any candidate offered a position may be required to pass pre-employment screenings as mandated by UWBG. These screenings may include a national background check, and Motor Vehicle Record (MVR) review.

BENEFITS

As a regular part-time employee (scheduled at least 20 hours per week), this role is eligible for a meaningful part of UWBG's benefits package, including:

• Accrued Paid Time Off (PTO), prorated based on scheduled hours.
• Paid standard holidays, Birthday Leave, Bereavement Leave, and Funeral Leave.
• Participation in UWBG's Section 125 Cafeteria Plan, including dependent care and uninsured medical/dental expense reimbursement on a pre-tax basis.
• 401(k) retirement plan participation after 1 year of continuous employment and 1,000 hours of service, with UWBG contributing 3% and matching up to an additional 3% of employee contributions.

SALARY

Salary range: $19.00 to $24.00 per hour