Job Opportunity with Life by Design NW

Life by Design NW JOB SUMMARY - Office Assistant

Please submit resume and cover letter to Caitlin Villavicencio at [email protected] or call 503-731-6608 for more information.

The primary duties and responsibilities include: providing general reception and overall office management and organization; creating and maintaining information management systems for office and resource center library, including filing, electronic and other document storage; populating salesforce.com with appropriate data; providing information and referral assistance to staff, partners, volunteers and the public; coordinating calendars & arranging logistics for meetings, events, and classes, including personal assistant duties for Executive Director and other key staff; processing paperwork; designing publicity and PR materials; manage website and email correspondence; ability to produce E-News and website updates; upload articles to website; and representing the organization at meetings and conferences.

MAJOR JOB DUTIES

50% Office management and coordination – Lead Office Manager; creating and maintaining all office, resource center and record-keeping systems; PA to Executive Director; management of planning, logistics, minutes for meetings, events, and classes, creation and dissemination of publicity, communications and reports and liaison with partner organizations

20% Information and Referral – answering incoming phone calls and emails; creating resource directories and providing information to the staff, partners, volunteers, and general public

30% Program database and website/E-news – Management of salesforce.com data system,including data entry, liaison with evaluation teams, and reporting

Total: 100%

TYPICAL DUTIES AND RESPONSIBILITIES

1.Receives and screens callers and visitors; provides information or routes callers and visitors to appropriate person for action or resource for information. Provides direction or assistance in resolving problems and complaints.

2.Provides complex administrative support for Leadership Advisory Council and Life by Design NW staff, which may include: making travel arrangements; purchasing and initiating payment for office supplies, equipment, and services; coordinating computer hardware and software support; processing and monitoring basic office forms; writing correspondence; and/or, performing other related activities as needed.

3.Responsible for creating and maintaining office electronic and paper information management systems.

4.Meeting, event, class, and program management, including scheduling, publicity, logistics and staff and facility liaison.

5.Maintains master calendar, including the coordination of meetings for large groups.

6.Takes and transcribes minutes of management meetings; distributes agendas, minutes, and other materials to attendees; and tracks action items for completion.

7.Serves as a clearinghouse for communications, which includes prioritizing, disseminating, composing, and distributing information to the CEO, Executive Director, Leadership Advisory Council, the public, and PCC Foundation.

8.Disseminates oral and written communications and information as requested to external and internal customers.

9.Manages activities within the office, which includes: communications, workflow, inquiries, and/or other related information.

10.Maintains confidential files and records for assigned area of responsibility.

11.Initiates, coordinates, and revises office policy and procedures recommendations for presentation to the Board.

12.Serves as the project manager for facilities requests and organizational needs; conducts research and analytical activities, which involves gathering background material and data in support of projects.

13.Reviews and processes a variety of paperwork, which may include: requisitions, grants, applications, travel authorizations, employment contracts, and/or other related items.

14.Compiles, composes, edits, produces, and distributes detailed memos, e-mails, correspondence, complex policies, reports, speeches, and/or presentations.

15.Produces and disseminates regular E-News to members and uploads information to website.

16.Positions in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned.

MINIMUM QUALIFICATIONS

Associate's Degree in business administration or related field. Relevant experience may substitute for the degree requirement on a year-for-year basis. Four years of progressively responsible administrative support experience, with experience preferred.

KNOWLEDGE AND SKILLS

Knowledge of: •Office management systems: recordkeeping, filing, petty cash, and information management best practices and procedures;

•Customer service principles and practices; information and referral practices

•Grammar, punctuation, and spelling, with an attention to detail;

•Salesforce.com, desirable

Demonstrated Skill in: •Proficiency in operating modern office equipment, and software (including Microsoft Office Suite; Excel; Publisher; and preferably salesforce.com and library programs), and keyboarding

•Maintaining confidentiality

•Composing, editing, proofreading, and formatting multiple forms of communications: letters, correspondence, reports, publicity, newsletters and other written materials;

•Taking, preparing, and disseminating meeting agenda and minutes, and tracking action items for follow-up;

•Working independently; taking leadership; creating office systems and operating procedures

•Gathering and organizing information;

•Working with diverse academic, cultural, ethnic and age backgrounds of community college students and staff, Life by Design NW and community partner participants

•Utilizing computer technology used for communication, data gathering, marketing and reporting;

•Website related tasks, including posting items, creating and sending E-Newsletters, designing marketing materials