Post Date: 04/26/2019
Close Date: 05/17/2019
Administrative Assistant – Community Grants, Research & Initiatives
LOCATION: PORTLAND, OR
Since 1973 The Oregon Community Foundation (OCF) has pursued a mission 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. Our headquarters are in Portland, with regional offices in Bend, Eugene, Salem, and Medford, Oregon.
The Administrative Assistant is responsible for providing administrative and clerical support to OCF’s Community Grant Program and statewide region and issue-specific grant programs where volunteers and advisory committees are engaged in review of applications. In addition, the Administrative Assistant provides administrative and clerical support to the Research and Initiatives branches of the Community Impact Department. Duties include grants administration (data entry, grant report collection, review and summarization, and grant payments), production of reports, help with general inquiries and external communications, board committee and other meeting logistics, meeting and presentation materials preparation, and a variety of other administrative tasks and projects.
Essential Duties and Responsibilities:
A. Community Grants & Funds Administration
• Perform grants administration tasks for the statewide Community Grants Program and smaller, community-based grant programs and funds, including but not limited to grant application data entry, collection, review and summarizing of grant reports, and processing grant recommendations, declines and awards, including processing and tracking grant payments
• Provide administrative support for volunteer advisory committees and OCF board committees
• Help document grants administration processes and procedures; participate in efforts to improve existing systems and processes
• Maintain and track individual volunteer records and participation
• Assist with creation and production of reports for various constituents and committees
• Assist with coding cleanup on application and distribution records in OCF’s integrated, web-based database
• Help develop and maintain relevant sections of the foundation’s website and other publications
B. Administrative Support for the Research Branch
• Handle logistics for webinars, meetings and trainings including scheduling, room set up and clean up, food, signage, and technology needs.
• Prepare and photocopy materials as needed.
• Coordinate evaluation site visit and conference travel logistics.
• Monitor and track receipt of data (surveys, etc.) and schedule interviews for research projects.
• Assist with data entry and organization of data collection projects such as surveys.
• Organize and manage electronic and hard copy research libraries.
• Provide report editing and formatting support.
• Assist with creating and modifying PowerPoint slide decks.
• Track research project budgets, providing updates on funds remaining in budget categories using Excel and iPhi database.
• Maintain and update Research sections of the OCF website and intranet.
C. Administrative Support for the Initiatives & Partnerships Branch
• Assist with planning for the OCF board Strategic Opportunities Committee (SOC) and Arts Committee meetings, including assembling and producing meeting materials.
• Manage meeting logistics including scheduling, room set up and clean up, food, signage, and managing technology needs for the SOC and Arts Committees, and others.
• Process invoices for contactors and vendors.
• Track legislative expenses and report lobbying activities to the Finance and Fund Services Department.
• Maintain and update Strategic Projects and Arts sections of OCF website.
Non-Essential Job Duties
Provide backup support to the receptionist as needed
Required Education, Training, Experience and Skills:
• Three years’ administrative office experience, good knowledge of administrative and clerical procedures
• Associate degree is preferred, experience in lieu of degree is accepted
• Nonprofit organization and/or volunteer administration experience is desirable, but not required
• Volunteer experience
• Strong working knowledge of Microsoft Windows, Excel, Word, Internet, and experience working in a network environment with an integrated database
• Experience in report formatting and visual presentations including PowerPoint.
• Excellent customer service skills – courteous, competent service to internal and external customers, including volunteers
• Strong oral and written communication skills – conveys information clearly and effectively
• Strong organizational skills — detail-oriented, able to work independently and in a team, able to prioritize and manage several tasks efficiently, able to meet multiple deadlines, and able to shift priorities and adapt to change
• Keyboarding proficiency and excellent knowledge of administrative and clerical procedures
• Ability to maintain confidentiality and discretion dealing with sensitive or confidential information.
• Ability to understand and apply basic mathematical concepts correctly – arithmetic, graphing, percentages, etc.
• Able to work effectively, respectfully and cooperatively with other team members and staff from other departments
• Possess cultural agility skills necessary to work effectively with diverse people, teams and communities
Required Cultural Values:
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 starting salary range begins at $20.00 per hour; starting rate is dependent on candidates’ applicable experience and knowledge. OCF offers an excellent benefit package with generous paid time off, choice of medical and dental plans, vision, outstanding 401k retirement plan, cell phone stipend, commuter and healthcare savings accounts, employer paid disability and life. Our employees have access to an Employee Assistance Plan, paid volunteer leave, and professional development opportunities.
The Oregon Community Foundation is an Equal Opportunity Employer committed to equity, diversity and inclusion. We strive 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 until the position is filled. To apply, provide a cover letter addressing how you meet the requirements of this position and include your resume. https://www.oregoncf.org/explore-ocf/careers