Senior Administrative Coordinator

Description
Prosper Portland seeks a Senior Administrative Coordinator to support the agency's Equity, Policy, and Communications (EPC) department. This position will report to the Equity, Policy and Communications Director. The Senior Administrative Coordinator serves as an integral part in both customer service and supporting roles to our project managers, policy analysts, and the department at large. This person would be responsible for the Equity, Policy and Communications department's sponsorships, disbursements, invoices, organizing travel, scheduling, etc. They will assist in lifting up all the EPC Department's admin needs. The primary assignments for this role focus on sponsorship and contract administration, travel arrangements, occasional calls for event support, and other general office administration tasks. Strong interpersonal skills, resourcefulness and a collaborative spirit will help you manage the various administrative and clerical responsibilities of the department. The ideal candidate will possess sponsorship administration experience, strong attention to detail, a problem-solving disposition, and a commitment to social and racial equity.
Functions and Responsibilities

• Schedules and maintains calendars for directors and managers and assists with scheduling coordination for team and department-related meetings, trainings, and events.
• Provides administrative and clerical support, including scanning, copying, filing, sorting and preparing mail, screening and routing calls, updating agency resources, routing documents for signature, executing delegations of authority, ordering office supplies, and other related administrative functions.
• Coordinates arrangements for meetings and events, including scheduling, catering, room set up and clean up, note-taking, materials preparation, and registration.
• Manages travel coordination, including bookings, itineraries, paperwork, and reconciliation.
• Composes, types, formats, proofreads, and edits correspondence, spreadsheets, reports, and other materials.
• Creates, maintains, and organizes files, records, databases, logs, and agency resources.
• Prepares, sets up, and reviews grants, contracts, purchase orders, and amendments, ensuring compliance with policy and procedure.
• Processes and tracks payments, invoices, and monitors contract/purchasing use.
• Assists with budget tracking and maintenance and reconciles expenses.
• Reviews various documents for consistency with agency guidelines, policies, and practices.
• Provides support to other administrative staff, including filling in during absences.
• Assists the agency with special projects, committees, and other assigned duties.

Scope

• Operates under general supervision, following established procedures and policies, with periodic review of work.
• Exercises discretion and sound judgment in carrying out responsibilities, and deviations from the norm may require oversight.
• Decisions and errors can have minor financial or operational impact on the agency.
• Position involves moderate complexity due to budget management, tight timelines, frequent interruptions, prioritizing multiple assignments, and using discretion.
• No supervisory responsibilities but may oversee or train student staff and review forms/documentation for compliance with policies.

Competencies

• Putting People First, Inclusion & Collaboration
• Interpersonal Skills: Ability to build constructive and trusting relationships.
• Mission-Driven Service: Models a people-oriented mindset and willingness to help.
• Teamwork: Ability to work with others inclusively and collaboratively.
• Communication: Effective use of both verbal and written communication.
• Cultural Curiosity and Reflection: Ability to learn and use culturally responsive practices to understand, communicate, and work with people across cultures and identities, embracing differences and modeling inclusivity.
• Advancing Equity: A demonstrated commitment to advancing social and racial equity and applying equity to work.

Excellence, Innovation & Learning

• Knowledge: Developed knowledge and skill of complex clerical and administrative functions, Microsoft Office, business practices, and public administration.
• Continuous Learning: Openness to new ideas and learning from experiences.
• Problem Solving: Ability to think through and provide recommendations or solutions, applying policy and procedure to work.
• Adaptability: Flexibility to respond to shifting and competing work demands, persevering in the face of obstacles.
• Planning and Organization: Ability to organize work, set priorities, and monitor progress with attention to detail.
• Accountability: Takes responsibility for actions, follows through on commitments, and meets deadlines while maintaining confidentiality.

Minimum Education, Training and/or Experience
Four years of experience in office administration, clerical support, or equivalent. An Associate's, Bachelor's, or Master's degree will substitute for up to one year of experience.
Physical Requirements
Position requires the ability to remain stationary for extended periods and frequently move throughout the office. The position often uses a computer and other standard office equipment and involves communication with internal and external stakeholders.
Working Conditions
Normal working hours are Monday through Friday [8 AM - 5 PM] in a combination of in-person and remote work, with occasional additional hours to meet deadlines. Rare travel to external meetings or events may be required. The position is expected to engage in conversations and personal reflections around race, racism, and equity.
This position will remain open until closed.