Job Details

Administrative Assistant, Development

The Oregon Community Foundation, Portland OR

Job - Non-Profit

Close Date: 03/12/2018

The mission of The Oregon Community Foundation (OCF) is to improve lives for all Oregonians through the power of philanthropy. We work with individuals, families, businesses and organizations to create charitable funds that support the community causes they care about. These funds support the critical work that nonprofits are doing across Oregon. OCF serves diverse urban and rural communities across the state with 89 staff and headquarters in Portland, and regional offices in Bend, Eugene, Salem, and Medford, Oregon.

We have an opportunity for a full-time Administrative Assistant to support the development and outreach efforts of the Foundation’s Portland and Salem offices. This position reports to the Sr. Philanthropic Advisor, and helps provide excellent service to donors, professional advisors, volunteers and other constituents.

Essential Duties and Responsibilities

• Support the planning and execution of Development events
o Create and track event planning timelines, assist in venue selection, create and mail invitations, monitor event expenses, track attendance, assist in other event logistics including technology needs and support event reconciliation.
• Coordinate donor meeting materials for Development staff in Portland and Salem offices and provide hospitality for meetings in the Portland office.
• Provide a broad array of administrative support to three Portland-based Development staff and one Salem-based Development staff, including, but not limited to, expense reports and check requests as needed.
• Provides administrative support for OCF’s Metro Portland Regional Team.
• Manage and maintain data entry in iPhi of contact records for prospects, donors and professional advisors.
• Assist with donor research requirements and tracking potential donors.
• Assist with the creation and production of customized reports using iPhi database, Excel, Word, and other related programs.
• Process routine correspondence and inquiries from a variety of constituents.
• Coordinate closely with other Regional Administrative Assistants to support statewide goals and workflow.
• Serves as backup for other related positions and duties within the development department and for the reception desk, as needed.
• Other duties as assigned.

Requirements and Skills

• Three years’ experience in event planning and increasingly responsible administrative duties
• Associate Degree preferred, or equivalent combination of education and experience
• Three years’ experience using constituent management software systems
• Excellent knowledge of administrative procedures
• Familiarity with basic budgeting and accounting procedures
• Ability to gather and analyze data and produce concise reports
• Superior knowledge of MS Windows, Outlook, Excel, Word, PowerPoint, Publisher and Internet, and experience working with an integrated database, such as iPhi
• Outstanding oral and written communication skills
• Excellent customer service skills – provides competent, courteous service to both external and internal customers
• Good analytical skills – able to think critically, understand and communicate the situation, and offer resolutions
• Exceptional organizational skills – detail oriented, accurate, able to prioritize and manage several tasks at a time, able to meet multiple deadlines, and able to quickly shift priorities and adapt to change
• Excellent collaboration skills – able to work effectively, respectfully and cooperatively with other team members and staff from other departments
• Judgment to prioritize conflicting needs, handle matters expeditiously and proactively, and to follow through on projects to successful completion, often with deadline pressures
• Self-starter who is proactive and uses available resources, offers ideas for improving the work
• Creative, detail-oriented and enjoys working within an environment that is mission and results-driven, donor-centric and customer service-oriented.
• In addition to the specific job requirements for each position, staff are expected to embody certain cultural values to support OCF’s mission: communicate effectively, value one another, demonstrate accountability, embrace possibilities, address conflict and take action.

Compensation and Benefits:

The salary for this position starts $19.60 depending on experience. OCF offers an excellent benefit package with generous paid time off, choice of medical and dental plans, vision, outstanding 401k retirement plan, commuter and healthcare savings accounts, employer paid disability and life insurance. Our employees have access to an Employee Assistance Plan, professional development opportunities, and much more!

To Apply:

OCF is committed to equity, diversity and inclusion, and strives to build a diverse workforce to promote effective work in partnership with all communities and population groups in Oregon. We welcome a diverse pool of qualified applicants.

We are accepting resumes through our career site until March 12, 2018.. To apply, provide a cover letter addressing the requirements of this position and include your resume.