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XXXIІI Конвенція СУА 125 As the Ukrainian National Women’s League of America’s Office Administrator, I see every donation and inquiry that comes into our office through email, mail, or phone – the full picture. Before painting on any canvas, it must be prepared. One, two, even three layers of primer ensure that the colors of a future masterpiece lie better on its surface. Similarly, I think about my job as an invisible protective layer of a beautiful painting that helps our National Leadership, Branches, Members-at-Large aid Ukraine in the best way possible. With this article, I invite you behind the scenes of the UNWLA headquarters to see how this painting is being created. Step 1. Preparing the Surface A sturdy canvas is needed to create a big painting – just as when an organization grows, it needs a scalable system to manage membership and donation data. The most crucial task I have undertaken as a UNWLA Office Administrator was to transition the wealth of information about our members and supporters to a professional relationship management system (CRM) tailored specifically for non-profit organizations. Previously, our data was retained in Excel spreadsheets, a cumbersome method to manage the increasing number of members and supporters. Like an artist selecting the appropriate brushes and paints, I meticulously reviewed and corrected data for more than 1700 member accounts in the new system. Now, when you receive a member newsletter or a donation acknowledgment, this means our system is working. We can tally all contributions, see who supported us and for how long, and engage them in tailored messages of thanks. Just as a primed canvas allows the paint to lay properly, our new system provided a solid foundation for our data management and donor engagement. Step 2: Smoothing the Base Layer Modernizing our administrative processes was another significant effort. It reminded me of a layer of primer that protects the canvas for generations to come. Transitioning all our documents from hard copies (e.g., checks, reports, utility bills, contracts, etc.) to digital cloud storage ensured that we would never lose an important document and save hundreds of dollars by reducing paper and printer ink usage. When I think of the work being done by our members and leaders, I feel motivated to make operations as easy as possible for them so that they can continue to support our beloved Ukraine with projects and campaigns. The digital transformation provided a clean, organized, and efficient platform for our operations, much like a well- prepared canvas ready to receive the artist’s vision. Step 3. Brushstrokes of Gratitude The very first brushstroke on a fresh canvas is always exciting, as well as a little bit intimidating. Each time I see a stack of donation acknowledgments prepared to be sent to supporters, I feel a flutter of trepidation. UNWLA office prepares and mails donation acknowledgments for every single contribution, a task previously limited only to donations of more than $250. In 2022, I prepared and mailed more than 1150 such letters and emailed approximately 490. Behind each of these is someone’s heartfelt donation to our cause. I feel immense pride and hope when I think of how these donations help our homeland. Step 4. Blending Colors The UNWLA is an organization with a century of tradition, and balancing transformative initiatives with regular administrative duties requires dedication. As an Office Administrator, I constantly communicate HALYNA CHEREDNICHENKO UNWLA OFFICE ADMINISTRATOR The Art of Office Administration: The Canvas for UNWLA Success
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