Office Administrator

Office Administrator

Part time (24–32 hours per week)

Oregon Humanities, an independent nonprofit affiliate of the National Endowment for the Humanities, connects Oregonians to ideas that change lives and transform communities.

The Office Administrator supports the work of the Oregon Humanities staff and board of directors. The person in this position is responsible for general office duties, in addition to 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

  • Assist with tracking payroll vacation and time off requests
  • 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

Knowledge, Skills, Abilities

  • Experience with Quickbooks
  • General understanding of nonprofit accounting functions
  • Experience in an office setting (preferably in an administrative capacity)
  • Experience coordinating meetings or events
  • Strong organizational and multitasking skills
  • Excellent written and verbal communication skills
  • Ability to work both independently and collaboratively
  • Proficiency with MS Office programs and SalesForce and/or Filemaker database applications
  • General interest or background in the humanities

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 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.

This is a part-time (24–32 hours/week) position. If you are interested in applying, by 11:59 p.m., April 23, 2018 (Pacific Time), send to the following: a résumé and a cover letter explaining how your experience and skills will help you meet the diversity of responsibilities required of this position. Please submit both required items combined as a single document.

No phone calls or email inquiries, please.


The Details

Deadline to Apply: April 23, 2018, 11:59 p.m. Pacific Time

Reports to: Executive Director

Work Hours: 24–32 hours per week

Salary: $17–$21 per hour

Fringe Benefits: Oregon Humanities offers paid vacation, sick leave, and holidays; health and dental insurance; 403(b) retirement plan; and long-term disability and life-insurance plans.