PHFS was named one of Oregon’s Top 100 Nonprofits to Work for in 2012, 2013, 2014, 2015, 2016, and 2017. PHFS values diversity in its workforce and is an equal opportunity employer. Diversity is a value-add.
Job Title: Administrative Coordinator
Reports to: Chief Operating Officer
Job Specifics: Full time, Salaried (40 hours per week)
Compensation: $32,000-$35,000 annually
Benefits: 3-weeks PTO, full medical & dental insurance
Close date: Open until filled
PHFS is a rapidly expanding social service agency, and we are looking for a collaborative person to help us bring PHFS to a new, exciting level of service to our community. The Administrative Coordinator will assist the Chief Operating Officer in effectively managing the PHFS office and “behind the scenes” work as well as provide administrative support to nearly every facet of PHFS, including our leadership team, development team, and program teams. We are looking for someone who is extremely efficient, organized, pays attention to detail, and looks for ways to optimize our front office procedures.
We have an inclusive, fun, collaborative, and supportive team with a great sense of humor. If that sounds like a place you’d like to work, please apply!
Specific Job Duties:
- Office Administration and Management
- Oversee and perform day-to-day administrative activities, and proactively address any issues or concerns in a collaborative manner.
- Consistently evaluate operations policies and procedures to ensure staff are following them, as well as to ensure that they are being used correctly and are working.
- Cover basic administrative functions including answering the phones, purchasing office supplies, organizing the office and all supplies, maintaining adequate levels of outreach materials and stationery supplies, making copies, etc.
- Assist Chief Operating Officer with minor bookkeeping tasks like recording checks, basic data entry, filing records, etc.
- Provide assistance for Board of Directors meetings by printing agendas, taking minutes at board meetings, and keeping important corporate documents organized.
- Maintain organizational files and documents including our tax files, audit requirements, program participant records, financial records, etc.
- Serve as first point of contact for PHFS’ donors, Board members, vendors, program participants, and individuals seeking our services.
- Other projects and duties as assigned
- Assistant to our Executive Director:
- Schedule and protect the Executive Director’s calendar
- Conduct research on best practices, programs, people; help prepare Executive Director for meetings and engagements based on research
- Help manage Executive Director’s communic ation via phone and email
- Development & Communications Support:
- Assist with donor communications, including appeal letters, invitations, and thank you letters
- Coordinate bulk mailings
- Maintain organizational archives and records, including grant acceptance letters, donor records, volunteer background checks
- Data entry into Donor Perfect and Greater Giving fundraising databases, as well as into Volgistics volunteer management database
- Support staff in preparing for and executing annual events like our Family Reunion Fundraiser, Holiday Village, Volunteer Recognition Dinner, Solution Salons, etc.
Experience, Competencies, and Personal Characteristics Desired:
- Minimum two years of related detail-oriented experience; nonprofit experience a plus.
- Proficiency with spreadsheets, databases, and word processing.
- Ability to multi-task and prioritize in a dynamic work environment.
- Strong attention to detail and ability to work as a team member with minimal supervision.
- Solid written and oral communication skills and excellent phone manners.
- Ability to develop effective work plans, organize details, set priorities, and meet deadlines.
- Ability to operate and troubleshoot standard office equipment like printers, slow computers, modems.
- Interest in and commitment to PHFS’ mission is necessary.
- Understand the effects of oppression and discrimination against communities of color, people with disabilities, the LGTBQ community, and seniors; understand how systemic inequities can lead to families from marginalized groups experiencing homelessness at a disproportionately higher rate than dominant groups.
- Be able to build relationships and interact respectfully with individuals and groups of people with diverse backgrounds and lifestyles. Builds strong, collaborative teams to create maximum impact.
- Absolute personal integrity and credibility.
Send a resume and cover letter that clearly states how your background and skills/abilities make you well suited for the position. Email your application materials to email@example.com. Please send application materials in .pdf format only.
Applications will be reviewed as they arrive and the position will be filled as soon as possible.