Capacity Building Services Program Assistant


organization:Nonprofit Association of Oregon
position summary:

The Program Assistant provides administrative and project support to NAO consultants. The Program Assistant helps NAO consultants prepare for client facilitations and meetings, and assembles reports, training materials and other documents that allow the consultants to serve Oregon’s diverse and vital nonprofit community. In addition, the Program Assistant coordinates schedules and logistics for selected projects and responds to requests for information or resources from potential and current clients.


Consulting Support (70%)
• Provide information and resources for current and potential clients
• Develop and prepare background and presentation materials for consulting clients and for consultants’ facilitations, workshops and presentations
• Finalize documents prepared by consultants, ensuring the highest quality in appearance, accuracy and timeliness
• Use web-based tools and resources to post Executive Search and other announcements, create surveys and support client projects
• Organize and maintain documents related to consultants’ clients, workshops and presentations
• Coordinate with consultants, outside presenters and clients to schedule large meetings and trainings, as needed, including organizing logistical aspects (venue, catering, equipment set-up, etc.)
• Work on special projects and conduct research, as needed
• Make travel arrangements
• Respond to Intake calls or e-mails; set up intake calls between clients and Director of Capacity Building Services; research referral options when internal consultants not available

Ford Institute Leadership Program (FILP) Support (10%)
In coordination with the FILP Program Coordinator:
• Format and print, order and assemble materials, evaluations and instructions for trainers Prepare binders, boxes, tools, and equipment for training and coaching

Contracts, Time and Expense Tracking, and Evaluation (10%)
• Enter, update and maintain client data in NAO database and contracts in timekeeping and billing system Enter tech, ETS, and OD subcontractors time in billing system and process payment requests
• Enter expenses for consultants in billing system and reconcile credit card statements
• Track project totals to comply with contract requirements
• Work with Director of Capacity Building Services to implement and track evaluation of capacity building services

General Office (8%)
• Greet and assist visitors and ensure their needs are met.
• Retrieve general phone messages and respond or forward to appropriate staff.
• Maintain weekly conference room calendar signage.
• Participate in staff functions, including staff meetings, retreats, and events.

In coordination with members of the Administrative Team:
• Collect, open and distribute mail, and monitor and distribute fax correspondence.
• Maintain office appearance, including overall cleanliness, plants, reception area, conference rooms, kitchen, and work room.
• Update general NAO phone messages.
• Respond to Helpline inquiries.
• Provide other administrative or programmatic back-up support as needed.

Professional Development/Training (2%)
• Participate in training appropriate to maintaining and developing professional skills needed to provide quality support services.


• The Capacity Building Services Program Assistant will be a full time (40 hours per week,) non-exempt employee of NAO and will report to the Director of Capacity Building Services.
• The salary range for this position, including a cash fringe, is $25,000 to $28,000 ($12.01-$13.46/hour,) depending on qualifications.
• This position includes a competitive fringe benefits package, as outlined and updated in the NAO Employee handbook.


Please email a resume that clearly details your job history and a cover letter that demonstrates your qualifications relative to those described above to [email protected] Please include Program Assistant in the subject line.

Resumes will be accepted immediately, but no later than November 17, 2011. Screening of candidates and interviews will begin immediately and the position may be filled at any time.

Please visit our website to learn more about the Nonprofit Association of Oregon and our Capacity Building Services.

Salary / Pay Rate:$12.01-$13.46/hour, depending on qualifications
Apply by:November 14, 2011
Qualifications:• Demonstrated successful experience in administrative support or related or equivalent experience • Strong time management and organizational skills with ability to manage and meet multiple deadlines in a very busy office • Ability to work with multiple consultants with different professional and personal styles • Detailed and accurate data entry skills; strong attention to detail • Experience creating professional-looking documents and correspondence • Ability to develop relationships and understand the goals and needs of clients • Welcoming of diverse backgrounds, lifestyles, beliefs, and cultures • Experience organizing and maintaining resource and/or client files • Friendly, helpful and welcoming demeanor, demonstrated in person and on the phone • Strong oral and written communication skills • Strong ability to anticipate and address problems • Good judgment and high level of attention to detail • Ability to work independently, at the direction of others, and in a team-focused environment • Proficiency with the Microsoft Office Suite and common business software, Survey Monkey, database programs, social media, and Smart-Phone technology • Interest in nonprofits and the communities they serve (desired) • Experience in a nonprofit organization and/or working with nonprofits preferred (desired) • Bilingual Spanish/English preferred (desired)
Other:Equal Opportunity Employer