Job Details

NCVLI Administrative Assistant

Lewis & Clark College, Portland, OR

Job - Non-Profit

Close Date: 04/15/2020

Job Purpose
The National Crime Victim Law Institute (NCVLI) is a 501 (c)(3) nonprofit legal institute located at Lewis & Clark Law School in downtown Portland offices. NCVLI promotes crime victims’ rights in criminal and civil justice systems nationwide through amicus curiae participation, technical assistance to others, and education of the criminal justice system, including teaching an on-campus legal clinic.

This position provides primary administrative assistance to the Executive Director, helping organize, generate, catalog, and update information and schedules of a fast-paced organization, working with the Executive Director’s files and with NCVLI’s websites, on-line data management systems, and physical files. Coordinates communications between NCVLI’s downtown Portland location and Lewis & Clark College/Law School.

This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of Teachers.

The current LCCSSA Bargaining Agreement can be found here:

What You'll Do

General Administrative/Operational Support (45% of the time)

Assist with all aspects of NCVLI functioning: organizing and generating correspondence, generating letters, assisting in the formatting and production of documents, scheduling travel and conference calls, answering NCVLI main line and victim line, coordinating calendars, making bank deposits, assisting in meeting project deadlines,
Support general office operations, including ordering supplies within budget, maintaining office inventory, trouble-shooting office needs, scheduling staff meetings and trainings, and aiding with personnel file maintenance.
Maintain the NCVLI policies and procedures and employee handbook; coordinating new employee and intern/volunteer orientations.

Facilitate Communications/Report Generation (25%)

Provide administrative support for projects through tracking, reporting, and file maintenance, and assisting in meeting project deadlines.
Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, handouts, grant proposals, conference materials, reports, brochures and displays.
Respond to inquiries, determine and take appropriate action, as required
Serve as a resource regarding a defined set of policies and procedures
Disseminate routine communications such as memos, policies, emails and letters
Coordinate communications between NCVLI’s downtown Portland location and Lewis & Clark College/Law School.

Training Support/Meeting Coordination (15%)

Assist with marketing, coordination and execution of all in-person and technology assisted trainings.
Assist with legal matters, including file creation and maintenance, document formatting and tracking, and integration of students into work of the office.
Arrange meetings and assist with routine conferences, including scheduling rooms, managing equipment, scheduling presenters, maintaining RSVP lists and assembling materials
Schedule conference calls
Take minutes for meetings, as requested

Development Support (10%)

Support all fundraising efforts, including contact database management.
Participate in developing and implementing marketing of organization, including design, creation, and dissemination of marketing materials.
Participate in maintaining NCVLI websites; collects, organizes, catalogs and updates web-based and physical NCVLI information and libraries.

Data Management (5%)

Maintain necessary data through tracking, reporting and file maintenance.
Create and maintain files and filing system
Enter essential data into tables, reports or spreadsheets

Must Haves

High School Diploma or equivalent (G.E.D.) plus 2 years of directly related experience
Able to take full responsibility for own work (and that of others where applicable)
Proficient understanding of discipline and areas of the job
Fully acceptable standard achieved routinely
Basic computer skills and demonstrated experience with office software and email applications.
Administrative support tasks. Strong technology skills
Experience with website maintenance
Strong interpersonal and public relations skills. Strong interpersonal skills that can be deployed on telephone, in person and in writing.
Ability to work in a fast-paced, small office and handle follow through with multiple tasks and independently prioritize task
Strong writing, proofreading, spelling, grammar, and punctuation skills
Organized, detail-oriented, accurate, efficient and have the ability to work independently and as part of a team
High standards of ethical conduct and confidentiality
Strong desire and capability to learn new software and programs, including marketing/publishing software and technology used to facilitate technology-assisted trainings/meetings.

Nice to Haves

Associate degree (A.S., A.A.) or two-year technical certificate (or 2-3 years of College)
Experience assisting with communications efforts that tell story of organizational progress
Experience working in victim services field
Nonprofit experience
Experience with legal field, including paralegal or legal assistance experience
Experience conducting legal intake or working with persons in distress
Experience working with a diverse audience

Work Schedule

37.5 hours per week
Benefits Eligible: Yes

Pay Rate

LCCSSA Grade 13 / Step F
$19.53 per hour

Physical Requirements

The job works primarily at a desk or is otherwise involved in activities requiring little lifting, climbing or working in tiring positions.
Sitting, bending, standing, grasping/gripping, pinching/squeezing, reaching, pushing/pulling, repetitive hand movements (e.g. typing), seeing, talking, hearing

Complete details: