Job Details

Administrative Assistant II

Oregon Community Foundation, Portland, OR

Job - Non-Profit

Close Date: 01/17/2020

Background:
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.

Primary Purpose:
The Administrative Assistant provides administrative support for the People & Culture department, including executive support for the Vice President of People & Culture (VPPC). This position supports various committees and programs under the responsibility of People & Culture. The position also coordinates activities with other administrative staff and regional coordinators as needed and supports organization-wide events as assigned.

Essential Duties and Responsibilities:
Executive Support to the Vice President of People & Culture

• Manage an extremely active calendar of appointments and coordinate with other staff members to ensure timely completion of action items identified at meetings or otherwise specified by the VPPC.
• Support the VPPC in budget development, tracking, reconciliation and invoice processing. Complete travel and expense reports, invoices and contracts.
• Handle logistics for meetings (webinars, department retreats, trainings, etc.) to include scheduling, room set up and clean up, catering, signage, and technology needs. Prepare and distribute agendas, record minutes and ensure timely distribution and retention of meeting records.
• Compile documents and materials for meetings collaborating with other departments as appropriate.
• Facilitate communication between the VPPC’s office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Proofread and format VPPC section of the OCF board book.
• Coordinate the agenda and logistics of People & Culture meetings.

HR, Equity, Diversity & Inclusion (EDI) & Organizational Culture
• Provide administrative support in relation to the Board Equity Committee to prepare meeting materials and catering.
• Assists with administering the EDI sponsorship program.
• Assist the VPPC in developing and executing the EDI focused Strategic Workplan objectives.
• Provide general program support for the EDI Staff Committee & The Culture Squad by working in coordination with committee chairs to create meeting arrangements, agendas and meeting materials note taking, and event coordination for internal & external attendees.
• Prepare agendas and meeting material, logistics, record minutes for various trainings, committee meetings and events that involves internal and external attendees for: EDI Learning Opportunities, Lunch & Learns and Staff Trainings.
• Provide administrative support for staff training and development programs, quarterly staff meetings and bi-annual new employee orientations.
• Administer staff surveys, track and report results.
• Maintain staff attendance records for training and orientation.
• Provide administrative support for employee recognition programs.
• Performs other duties as assigned.

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.
Requirements and Skills
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.
• Five years progressively responsible administrative experience in a professional setting. Experience supporting executive-level positions preferred.
• Associate degree, or equivalent combination of experience in lieu of degree.
• Strong writing and communication skills – conveys information clearly and effectively both verbally and in writing.
• Excellent customer service skills – provide service that is friendly, courteous and competent, promoting trust and confidence to internal and external customers.
• Strong working knowledge of MS Office, Outlook, Excel, Word, PowerPoint.
• Good knowledge of administrative and clerical office procedures, proficiency in keyboarding/data entry.
• Strong organizational skills – detail oriented, able to shift priorities and adapt to change
• Self-starter who is proactive and uses available resources, offers ideas for improving the work.
• Possess cultural agility skills necessary to work effectively with diverse people, teams and communities
• Maintains high level of confidentiality and discretion. Exercises good judgement and understands appropriate steps toward problem resolution.

Travel is not required for performance of duties.

Physical Demands and Working Conditions:
This job is typically performed under very comfortable working conditions; any disagreeable elements are general absent during normal performance of the job. Job duties are performed in an office setting or indoor meeting rooms. Requires repetitive use of keyboard and monitor, and ability to sit or stand for long periods at a time. Requires ability to use telephone and standard office equipment. Able to relay information to others verbally.

Safety:
Support a safe work environment by performing work duties safely and according to procedures. This includes reporting all injuries, illnesses or accidents sustained while working to your immediate supervisor as soon as possible after the occurrence or within 24 hours of the injury, illness or accident, and reporting any accident involving OCF vehicles, equipment or other property, regardless of the nature of the accident, to your immediate supervisor as soon as possible after the accident.

Attendance Requirements:
Regular Punctuality and Attendance is required.

Compensation and Benefits:
This is a non-exempt, Full time position. The pay rate for this position starts at $22.76 per hour DOE. Starting rate is dependent on candidates’ applicable experience and knowledge.

Our excellent benefit package includes generous paid time off, choice of medical and dental coverage, vision, outstanding 401k retirement plan, commuter and healthcare pre-tax savings accounts, employer paid disability and life. Employees have access to an Employee Assistance Plan, paid volunteer leave, professional development opportunities, and much more!

To Apply:
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.

To be considered for this position, please provide a cover letter addressing how you meet the requirements of this position, and a copy of your most recent resume. The position closes January 17, 2020. Apply online at https://oregoncf.org/about/careers/

Complete details: https://oregoncf.org/about/careers/