We are looking for an office administrator to support our staff and board in our work of bringing people together across differences, beliefs, and backgrounds—in person, online, and on the page. The person in this position is responsible for general office duties, in addition to offering financial, personnel, and technical support. As needed, the office administrator supports staff requests for general assistance. This position requires a broad-based and thorough understanding of the activities, vision, and work of Oregon Humanities.
Fiscal and Personnel Administration
- Fiscal duties: endorse checks, manage weekly check run and deposits, approve online vendor statements, cut checks, reconcile monthly bank statements
- Enter allocations for payroll, indirect and administrative cost centers, postage, and copier
- Support annual audit
- Assist in orienting new employees and interns
- Assist in logistical coordination of interviews, meetings, and trainings (e.g., scheduling, catering, AV equipment set-up, board engagement meetings)
- Assist in coordination of employee benefits
- Work with Associate Director in coordinating staff recognition activities
Administrative Support for Board of Directors:
- Organize and coordinate board and committee meetings
- Coordinate and attend all board and executive committee meetings
- Prepare, assemble, and distribute all board meeting materials and minutes
- Assemble and distribute introductory and orientation materials for board members
- Serve as coordinator for Membership & Governance committee
General Administrative Support:
- General office duties (mail distribution, incoming inquiries, greet visitors, supplies inventory)
- Maintain and manage the OH master calendar, room calendars, kitchen maintenance
- Provide general computer, equipment, and technical support to staff, work with IT consultant to maintain and improve computer and network systems
- Maintain general contacts, provide database and mailing list support
- Maintain office equipment, negotiate leases and purchases, coordinate repair services, and ensure weekly server backups
- Research new equipment, purchases, and leases as needed
- Answer inquiries and negotiate conference room rental schedule
- Complete Data Arts reports and annual NEH compliance plan, provide support for other NEH reporting as needed
- Preparation and planning for Humanities on the Hill lobbying activities and year-round advocacy efforts
- Process orders for OH merchandise
- Assist with public events as needed
Each year, Oregon Humanities offers hundreds of public conversations and programs across the state, trains and supports dozens of discussion leaders, and awards tens of thousands of dollars in grants to organizations that, like us, believe in the power of people in rooms listening, learning, and struggling together. In our magazine and on our website, we publish essays, photographs, films, and audio recordings that explore the thoughts, perspectives, and experiences of Oregonians, especially those who have been ignored, generalized, or oppressed.
Oregon Humanities’ downtown Portland office is a sunny, open-floor-plan environment. The office is generally open Monday to Friday 9:00 a.m. to 5:00 p.m., with many staff working flexible schedules that best accommodate their professional and personal needs. The office administrator may work occasional weekends and/or evenings.
The office administrator will use standard office equipment, such as computers, phones, photocopiers, and filing cabinets, and may perform some event setup and cleanup. This person is frequently required to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms. Applicants must be able to lift up to twenty-five pounds and have a valid driver’s license. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Oregon Humanities values equity, justice, empathy, and respect as key attributes of vital, flourishing communities. We strongly encourage applications from candidates with diverse backgrounds, particularly those from historically underrepresented groups, whose professional and personal experiences will help us work toward our vision of an Oregon that invites diverse perspectives, explores challenging questions, and strives for just communities.
We will consider any combination of work experience, volunteering, education, and transferable skills that meet the following minimum qualifications for this position:
Minimum Qualifications and Skills
- Experience with Quickbooks
- General understanding of nonprofit accounting functions
- Experience coordinating meetings or events
- Strong organizational and multitasking skills
- Excellent written and verbal communication skills
Preferred Qualifications and Skills
- Experience in an office setting (preferably in an administrative capacity)
- Ability to work both independently and collaboratively
- Proficiency with MS Office programs
- Proficiency with Salesforce database
- General interest or background in the humanities
Reports to: Executive Director
Work Hours: 32 hours per week (.8 FTE)
Salary: $18 per hour
Fringe Benefits: Vacation and paid time off accrues at .8 FTE; nine paid holidays; employer-paid health and dental insurance at .8 FTE; employer-paid contributions to 403(b) retirement plan; and long-term disability and life-insurance plan.
If you’re interested in applying, please send the following to email@example.com by 11:59 p.m. Pacific Time, January 24, 2019:
- A résumé detailing your work experiences and skills
- A cover letter explaining how your work or life experiences and skills help you meet the minimum qualifications required of this position. We are especially interested in understanding why you are motivated to join us in working toward our vision of an Oregon that invites diverse perspectives, explores challenging questions, and strives for just communities.
Please attach your letter and resume combined as a single document, and name the document using the following protocol: Last name, First name.
No phone calls or email inquiries, please.