Union School And Oea Foundation Assistant

JOB DESCRIPTION
Job Title: Administrative Assistant - Union School and OEA Foundation
Classification: Non-exempt
Salary Grade: Associate Staff - $50,500 - $62,183
Reports To: Advocacy and Affiliate Services Manager
Last Updated: September 2023
This job description is a general outline of the duties and qualifications for the Union School and OEA Foundation Administrative Assistant position. Additional responsibility for some duties may be determined by and at the discretion of OEA Management. This description establishes general expectation levels for new hires consistent with established priorities.
JOB SUMMARY:
The person in this position provides complex administrative support to the Field Education & Training Coordinator, Union School programs and events, and OEA Foundation. Duties include, but are not limited to, data analysis and management, events coordination, grants administration, and external communication.
ESSENTIAL JOB FUNCTIONS:
General:
1. Support and advance the OEA mission, vision, and values.
2. Contribute to, support, and actively engage in the organization's commitment to create and maintain a diverse, equitable, and inclusive workplace. Participate in activities, trainings, and/or workgroups to support OEA's commitment in this important mission.
3. Commitment to and enthusiasm for OEA Foundation's mission.
4. May provide support to the Headquarters office by answering general phone line and welcoming visitors on occasion.
5. May provide substantive feedback on a variety of OEA initiatives and/or represent Associate Staff on a variety of OEA committees.
Union School:
1. Work directly with the Field Education and Training Coordinator.
2. Track and update participation data into OEA systems.
3. Create and maintain various databases for Union School programs.
4. Act as a communication link between locals, members, and other OEA departments for the Union School.
5. Maintain working knowledge of education-related state agencies.
6. Maintain working knowledge of OEA's organizational structure and leadership decision making process.
7. Schedule closed caption and virtual meetings.
September 2023
8. Participate in Union School related conference planning committees to plan, execute and evaluate conferences, workshops, and meetings.
9. Perform and compile research as assigned.
10. Plan events, conferences, workshops, and meetings as needed. Duties include but are not limited to bid proposals and comparisons for location, arranging for food and beverages, hotel accommodations, registrations, and preparing event materials.
11. Use registration platforms and membership systems to create online registrations, monitor the registration process, track and record participation, create reports, and communicate with registrants.
12. Analyze data across multiple events to be sorted by various demographics.
13. Use software to open, track, and close mediation cases; provide reports on participation.
14. Maintain and analyze the department budget.
15. Prepare quality materials for publication including designing and producing camera-ready copy.
16. Copy and collate materials or arrange to have this done through the print center.
17. Work collaboratively, using good interpersonal skills to respond to requests of members, the public, and colleagues.
18. Coordinate department personnel schedules and make travel arrangements on request.
19. Send and distribute voicemail, e-mail, faxes, and telephone messages.
20. Prepare mail and email correspondence, meeting material/registration materials, and other mailings and maintain knowledge of mailing procedures.
21. Other duties as assigned by the supervisor or their designee.
OEA Foundation:
Data Management
1. Maintain donor database (Every Action).
2. Record and track voluntary contributions using the donor database, including contribution acknowledgements and report of annual contributions by donor.
3. Maintain financial records in accounting system.
4. Work with OEA Staff Accountant and Controller to provide monthly financial reports and other reports as requested.
5. Bookkeeping - record monies collected by the OEA Foundation to include voluntary contributions and grants received by the OEA Foundation as well as any interest earned, the payments to grant recipients and other vendors, as well as merchant and other bank fees and returned grant funds.
6. Maintain files and assist in preparation for audit and tax returns.
Grants Administration
1. Manage the grant application review and approval process.
2. Coordinate the grant award communication and payment process.
3. Perform necessary follow-up grantee communication to close out grant awards each application year.
4. Work with Foundation Board in approval of grant applications that meet exception requirements and maintain proper supporting documentation of approvals.
5. Maintain Master Grant Database and provide monthly reports of grant activity to OEA Foundation Board.
6. Discuss grant-making financial record standards and processes with Foundation Treasurer.
7. Coordinate and participate in scheduled grants meetings.
8. Coordinate mailings, such as the OEA Foundation annual appeal.
September 2023
9. Attend and report at OEA Foundation Board meetings as requested.
10. Attend select OEA events and assist with auctions, raffles, event management (auction or raffles) and other fundraising solicitations at OEA events. Safeguard all on-site assets. Keep accurate records of donated items to include in-kind donations.
External Communications
1. Assist in fundraising efforts to include organizing and follow up on all business development leads, developing and submitting grant and contribution applications, and submitting follow-up reports where necessary or required.
2. Work with OEA Communications team to maintain the OEA Foundation website, which includes the grant application, application guidance, and voluntary contribution forms.
3. Collect updates and photos of Foundation activities for Facebook page and website.
4. Maintain Master REF calendar and share reminders of key dates.
KNOWLEDGE, SKILLS, AND ABILITIES
1. Proficient computer skills and experience required in Microsoft Office Suite and online. research. Comfortable using Adobe Pro and Adobe Sign.
2. Comfortable using registration software (Cvent, Wufoo) and survey systems (SurveyMonkey).
3. Experience working with databases and comfortable learning new programs and computer systems. (i.e., CrowdCompass, Caseload Manager, etc.)
4. Familiarity with social media platforms.
5. Able to type minimum of 55 WPM.
6. Competency in grammar, punctuation, and editing.
7. Excellent attention to detail with high level of accuracy.
8. Experience managing budgeted funds for events.
9. Experience using copy, print, and scanning machines, phone, and other common office equipment.
10. Able to work independently and as a team player.
11. Able to consistently meet established deadlines.
12. Able to work in a self-directed and efficient manner, maintaining a professional demeanor under pressure.
13. Demonstrate a professional and collaborative attitude toward members and staff.
14. Able to maintain confidential information.
15. Able to stand, sit, and bend in order to perform routine office functions.
16. Able to lift five pounds (5 lbs.) to ten pounds (10 lbs.).
17. Able to communicate verbally, visually, and in writing.
18. Access to reliable transportation required for positions for which driving is necessary.
QUALIFICATIONS:
EDUCATION
High school graduate or equivalent including high school commercial courses or post high school business curriculum.
College degree or certificate in business administration, accounting, data coordination, or other related field preferred.
EXPERIENCE
• Two to four years of general office or administrative support.
• Mid-level Microsoft Excel skills including the ability to perform VLOOKUPs, use pivot tables, and filter and sort large amounts of electronic data.
September 2023
• Experience with grant management tools and software plus QuickBooks preferred.
• Experience using SalesForce-based CRM and Microsoft Teams preferred.
• Non-profit and/or union experience preferred.
OTHER INFORMATION
SUPERVISORY
• The employee works under the direction of the Advocacy & Affiliate Services Manager. The Field Education & Training Coordinator also guides the work of this position. The person in this position is expected to operate with relative independence and a minimum of supervision in handling complex problems with initiative, creativity, and sound judgment.
• This position does not supervise other employees.
WORK ENVIRONMENT
• This position is based at the OEA Headquarters, located in Portland, OR.
• Occasional travel and weekend/evening work may be necessary for work-related purposes.
• A successful candidate will have access to reliable transportation.
REASONABLE ACCOMMODATION
The Oregon Education Association is committed to the full inclusion of all qualified individuals. As part of this commitment, the Oregon Education Association will ensure that persons with disabilities are provided reasonable accommodation. If reasonable accommodation is needed to participate in the job application or interview process and/or to perform essential job functions, please contact Human Resources at jobs@oregoned.org.