Application Instructions:

Email your resume and cover letter to info@oregoncampuscompact.org. Resumes will be reviewed as received and interviews conducted to fill the position as soon as a qualified candidate is identified.

Work Expectations: In-office for the first three months, then hybrid

Benefits: $250 professional development fund, 100% employer-paid health insurance with low deductible, $250 self-care benefit, $50.00 monthly phone benefit, access to a work computer, professional development and networking opportunities.

Start Date: August 19, 2024

Employment Type: Part-time: M-Th 9-4:30pm

Education Requirement: High School degree. Additional education is a plus. Any qualification, certification, or professional experience as an administrative assistant or secretary will be a plus.

Compensation: $35.00 per/hour, 30 hours per week

Supervisor: Coalition for Racial and Educational Justice Executive Director

Supports: Deputy Director of Racial Equity and Organizational Culture and Executive Director

Mission: In a rapidly changing and racially diverse community, Coalition for Racial and Educational Justice works to support and aid educational institutions by providing guidance for collaborative racial and educational justice practices. Alongside community partners, our team provides guidance in areas of institutional equity, collaborative learning, and community engagement programs throughout the state.

Environment: The Coalition for Racial and Educational Justice aka CoREJ (pronounced “courage”) is a racial justice and educational equity-focused organization located in inner SE Portland. We are a small, yet powerful and dynamic team where everyone’s work intersects and is interconnected. Our work centers those most marginalized by interpersonal, systemic, and institutional racism: Black, Indigenous, and all other People of Color, LGBTQ2SAI+ communities, immigrants, migrants, and refugees, people with disabilities, low-income people, and all intersections of the aforementioned identities.

Desired knowledge/skills:

Ability to think critically about systems, understand power, privilege, and positionality in ones professional relationships, and actively identify and dismantle anti-Blackness and all other forms of racism
Ability to understand and navigate spaces that center racial, social, and economic justice
Knowledge of office management systems and procedures
Excellent written and verbal communication skills
Excellent time management skills and the ability to prioritize work
Strong attention to detail and to following through with tasks
Strong organizational skills with the ability to multitask
Working knowledge of office equipment

Purpose: The Administrative Assistant will provide support to the Administrative Team to ensure efficient office operations. This support includes scheduling, maintaining an organized and secure office, filing paperwork, and administrative oversight of the organization and its primary functions. The administrative assistant will be responsible for confidential and time-sensitive material. Ideal candidates should be self-starters, organized, flexible, a team player, a good communicator, and have the ability to support creating new systems to support organizational sustainability.

General Admin:

Handle sensitive information in a confidential manner
Ensure and support the storage of confidential documents
Prepare and distribute correspondence memos, letters, faxes, and forms from internal templates
Support the infrastructural systems development of accounts payable and accounts receivable (AP/AR)
Ensuring timely and accurate correspondence with AP/AR
Organize and schedule appointments and meetings
Reply to email or face-to-face inquiries
Assist in the preparation of regularly scheduled reports
Maintain contact lists with clients and partners
Maintain computer and manual filing systems
Coordinate conversations with vendors such Regence and American Benefits Insurance, and our external accountant and foster/maintain healthy relationships with them
Book travel arrangements, rooms, taxis, couriers, hotels, etc.
Submit and reconcile expense reports and invoices
Organizational data entry
Act as the point of contact for internal and external clients and direct clients to the appropriate department, programs, or staff member
Fulfill financial tracking clerical duties and administrative processes
Build and maintain system that tracks membership dues with institutions
Provide feedback on administrative systems to make them more efficient
Resolve administrative problems
Supporting the ongoing infrastructural development of onboarding and offboarding employees
Receive, sort, and distribute the mail
Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
Collaborate regularly with the Deputy Director and the full admin team on building organizational infrastructure, including creating new systems, processes, and procedures.
Coordinate monthly team-building outings

General Office:

Will manage and maintain an organized office space.
Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
Book event space, restaurants, food and beverage, and collect a list of professional meeting contacts
Maintain a list of BIPoC-owned businesses, nonprofits, vendors, and community organizations
Contribute to team effort by accomplishing related results as needed
Order office supplies
Provide general support to visitors
Provide information by answering questions and requests

Required knowledge/skills

High School degree; additional education, qualification, certification, or professional experience as an Administrative assistant or Secretary will be a plus
Proven experience as an Administrative Assistant, Virtual Assistant or Office Admin. Assistant
Demonstrated commitment to social, racial, educational, and economic justice
Commitment to fighting anti-Blackness and all other forms of racism, bias, and bigotry
Organizational Skills
Proven ability to manage multiple tasks, prioritize workload, and meet deadlines.
Attention to detail and accuracy in administrative tasks.
Communication Skills
Excellent written and verbal communication skills.
Ability to communicate effectively with diverse groups and individuals.
Proficiency in drafting and editing correspondence, reports, and presentations.
Technical Proficiency
Proficiency with Google Workspace (Docs, Sheets, Slides, Calendar).
Experience with database management and data entry.
Familiarity with virtual meeting platforms (Zoom, Google Meet, etc.) and basic troubleshooting skills.
Interpersonal Skills
Strong interpersonal skills with a collaborative and supportive approach.
Ability to interact respectfully and effectively with people from diverse backgrounds.
Experience in building and maintaining positive relationships with staff, volunteers, and community partners.
Problem-Solving Skills
Demonstrated ability to anticipate needs, identify potential issues, and find creative solutions.
Capacity to adapt to changing priorities and environments.
Commitment to Mission
Passion for and commitment to racial and educational justice.
Understanding of social justice principles and the ability to integrate these into administrative practices.
Confidentiality
Ability to handle sensitive and confidential information with discretion.
Time Management
Strong time management skills with the ability to work independently and as part of a team.
Ability to manage and prioritize multiple projects simultaneously.
Customer Service Orientation
Experience in providing excellent customer service, both internally and externally.
Ability to respond to inquiries and requests promptly and professionally.
Administrative Experience
Previous experience in an administrative role, preferably in a nonprofit or advocacy organization.
Knowledge of office management systems and procedures.
Flexibility and Adaptability
Ability to adapt to new situations and challenges with a positive attitude.
Willingness to take on new responsibilities and learn new skills as needed.
Event Coordination
Experience in planning and coordinating meetings, events, and travel arrangements.

Coalition for Racial and Educational Justice jobs

Administrative Assistant