Administrative Assistant: Donate Life NW

Position Summary: Provide administrative support to staff and board.  Coordinate all office functions, implement administrative systems, procedures and policies, and monitor administrative projects. For a full position description visit: http://www.donatelifenw.org/content/employment-opportunities

Donate Life Northwest’s mission is to save and enhance lives through the promotion of organ, eye and tissue donation.  Since 1975, Donate Life Northwest has established and fostered strong partnerships with Department of Motor Vehicles, organ, eye and tissue donation agencies, transplant centers and educators.  Recognized nationally for the achievement of registering 70% of Oregon’s licensed drivers, efforts focus on educating and motivating citizens of Oregon and SW Washington through high school and college outreach, social media, community organizations and Department of Motor Vehicles to make, register and share their donation decision.

Donate Life Northwest has a ten person staff of 8.25 FTE and a budget in the range of $850,000. The Board of Directors represents the transplant and donation community through recipients, donor family members, medical professionals and community members. Staff is exposed to powerful stories of hope while working with diverse partners.

Donate Life Northwest exhibits a collaborative and mutually supportive work environment, and where all staff members are valued for their individual strengths, creativity and leadership. The organizational culture promotes team building, humor, and work/life balance in calm, spacious surroundings in SW Portland.

Position Summary: Provide administrative support to staff and board.  Coordinate all office functions, implement administrative systems, procedures and policies, and monitor administrative projects.

Reports to: Finance & Operations Manager

Duties & Responsibilities:                                                                                       

1. General Office Support:

• Provide administrative support to Donate Life Northwest staff and board.
• Greet and welcome visitors at front desk.  Answer phones / triage calls.  Respond to inquiries regarding organ, eye, and tissue donation/registering as an organ donor.  Assist with information or resource requests.
• Collect and distribute faxes, USPS and OHSU mail on a daily basis.  Retrieve, respond or forward email messages from the organizational email account.
• Process paper registration forms for the online organ donor registry.
• Oversee office operations including ordering and inventory of office supplies, equipment maintenance and organization of general office cabinets.
• Serve as the agency contact point with building maintenance personnel and the Network Contact for OHSU.
• Reconciliation of monthly bank statements, deposits and contributor database entries.
• Other duties as assigned.

2. Communications Coordination:

• Coordinate and manage agency wide Facebook posts and other social media channels.
• Coordinate monthly eNewsletter. Edit staff article submissions, build newsletter in an online email marketing tool (ActiveCampaign) as well as a print friendly Adobe Indesign version.
• Maintain web pages assigned to the Administrative Assistant.
• Send monthly birthday, remembrance, and transplant anniversary cards to volunteers and supporters.

3) Board of Directors and Committee Support:

• Preparation for Board of Directors meetings including scheduling meeting space, catering arrangements, and collecting/compiling/emailing documents prior to meeting.
• Attend Board of Directors meetings and prepare minutes for distribution.
• Maintain Board and Board Committee lists and record hours in database.
• Act as primary staff liaison for conference call service.  

Requirements:

• High school diploma; BA/BS preferred.
• 2 years experience in an administrative support position preferred.
• Advanced technical skills in Microsoft Office Suite and Windows operating system. 
• Preference given to candidates with demonstrated proficiency/experience using:

• Quickbooks
• contributor/volunteer databases (CiviCRM)
• website content management (Drupal)
• Adobe Creative Suite
• Social media tools (Facebook, Twitter, etc.)  
• Excellent oral and written communication skills required.  Strong proof reading and editing skills preferred.