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Regional Office Associate (So Coast/So Will)

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Location: Portland OR

Company Name: Oregon Community Foundation

Occupational Category: 33-9032.00,Security Guards

Date Posted: 2020-02-12

Valid Through: 2020-03-13

Employment Type: FULL_TIME


Oregon Community Foundation

Regional Office Associate (South Coast and Southern Willamette Valley)

Location: Eugene, OR

Application Deadline: 02/28/2020


Since 1973, the Oregon Community Foundation (OCF) has pursued a mission to improve lives for all Oregonians through the power of philanthropy. The Foundation invites Oregonians with different perspectives to come together around the shared value of giving back. We work with individuals, families, businesses and organizations to create charitable funds that support the community causes they care about. These funds support the critical work that nonprofits are doing across Oregon. Our headquarters are in Portland, with regional offices in Bend, Eugene, Medford, and Salem, Oregon.

Primary Purpose:

The Regional Office Associate manages the operations of the South Coast and Southern Willamette Valley regions’ office, consisting of seven individuals working in Community Impact and Philanthropic Services. The Associate coordinates the processes for regional outreach planning, budgeting, tracking, and hospitality and is the lead staff member for multi-departmental events and projects. Responsibility for assisting with seasonal and special departmental projects that are best carried out in a regional office are included in the position duties. The Associate also partners with the Regional Director in building and sustaining a great office culture and supports the regions’ Philanthropic Advisors in their work with prospects, donors and legal and financial advisors.

Essential Duties and Responsibilities:

A. Office Operations - Percentage of Time: 45%

In coordination with the Regional Director, other staff members in the Director’s absence, as well as Operations/IT Team members working in the Portland office, maintain regional office operations in support of regional staff and their activity:

o Coordinate local operations with OCF-statewide. Operations duties include but are not limited to reception, phones, mail, safety and security, maintaining an orderly environment in the office’s public spaces, handling of contribution checks and legal documents, and overseeing office technology, office supplies, and OCF publications

o Manage scheduling of regional office conference rooms for internal meetings and outside groups, and oversee guest services for these meetings and events

o Responsibilities may include ensuring that the janitorial needs of the facility are met, providing direction to janitorial staff, etc. (Needs vary based on lease agreement.)

o Serve as primary contact with landlord regarding security, maintenance, services, parking, signage, landscaping, etc.

o Work includes interactions with landlord and other service providers on routine matters and repairs, remodeling and moving projects, moving companies, and the security firm, and occurs in close collaboration with the Operations/IT Team in the Portland office

o Operations/IT Team members may request on-site assistance from the Regional Office Associate with light-level tasks. Examples include, but are not limited to, tracking entry and providing notification when someone enters a wiring closet, assistance with rebooting equipment, etc.

o Occasionally participate in Operations/IT Team meetings and/or retreats, sharing and learning best practices. Supervisor may seek input from Operations/IT lead staff members in evaluating performance and in the creation of performance goals

o Partner with the Regional Director on team meetings, celebrations, and acknowledgement.

Provide general administrative support for Community Impact and Philanthropic Services staff within the regional office:

o Serve as the regional office’s super-user in the iPhi database, demonstrating a high level of aptitude and proficiency with the software. Assist cross-departmentally with data entry and in generating reports and lists (i.e., complex invitation and mailing lists)

o Plan, lead, and at times co-lead team meetings

o Provide meeting support cross-departmentally (internal meetings, grant and scholarship committees, retreats, department and branch meetings)

o Track new funds and gifts and prepare related thank you notes for appropriate staff, and briefings for regional OCF Board Directors’ use in writing thank you notes

o Assist with proofreading important documents, invitations, flyers, etc., occasionally drafting these documents

o Provide support to hiring manager when there’s an active recruitment effort taking place, coordinating scheduling and preparing interview panel materials

B. Community Engagement and Events - Percentage of Time: 30%

Support planning and execution of outreach events in the regions that are cross-departmental or specific to an individual department or branch. This may include annual outreach planning, scheduling, planning timelines, venue and vendor coordination, invitations, on-site support and post-event follow-up.

Support Grant Advisory Committee meetings in coordination with relevant staff

Provide event coordination for Leadership Council meetings, including venue arrangements, lodging and travel arrangements as needed for council members, catering, preparing and distributing materials, accepting and tracking RSVP’s, and answering questions. Serve as key contact on-site with venue and caterer. Provide post-event follow-up, including processing vendor payments, follow-up Re: member requests, and entering attendance in iPhi. Assist the Regional Director with details related to recruitment and orientation session. Support project committees that may be convened, assisting with scheduling, venue, and other logistics

Work requires the ability to work in close concert with staff event lead, as well as act independently when the staff lead is unavailable

C. Development Support - Percentage of Time: 15%

Collaborate with the regions’ Philanthropic Advisors in performing duties that advance their work with prospects, donors, and legal and financial professionals. May include assistance with scheduling and travel, meeting preparation, documentation of meetings and other contacts, assisting with communication when the Philanthropic Advisor is traveling or in meetings, and helping to carry out prospect and stewardship activities such as mailings, one-on-one activities and events

Participate in Development projects

Assist with maintaining, extracting, and interpreting accurate data from the OCF database that is related to development efforts

D. Additional Job Duties - Percentage of Time: 10%

Build philanthropy-specific and organizational expertise using the Foundation’s website and intranet, staff training sessions, external professional development and other learning opportunities

Build and maintain knowledge of best practices and apply that to implementing improvements

Assist staff, as needed, to carry out work not specified above

E. Marginal or Non-Essential Job Duties

None identified

Required Cultural Values: In addition to the specific job requirements for each position, staff are expected to embody certain cultural values to support OCF’s mission: communicate effectively, value one another, demonstrate accountability, embrace possibilities, address conflict and take action.

Required Education, Training, Experience and Skills:

Six years’ progressively responsible experience in operations, administration, and event planning; volunteer management experience helpful

Two years’ experience using constituent management software. Able to gather data and extract data to produce reports

Two years’ customer service experience and a strong customer-oriented approach. Able to provide skillful, responsive, courteous service to both external and internal constituents

Knowledge of administrative procedures, including familiarity with budgets and finance procedures

Proficiency in MS Windows, Outlook, Excel, Word, PowerPoint, Publisher and use of Internet

Associate Degree; equivalent experience may be substituted in lieu of a degree

Exceptional organizational skills. Demonstrably detail oriented, process-oriented and accurate

Work effectively and collaboratively with others to achieve effective outcomes

Excellent time management skills. Able to prioritize conflicting needs, shift priorities, handle matters expeditiously and proactively, and follow through on projects to successful completion, often with strict deadlines

Good analytical skills; able to think critically, understand and communicate the situation and offer alternatives

Strong problem-solving skills and discernment

Able to effectively and efficiently lead and co-lead team meetings with a group of seasoned staff

Able to build a broad array of abilities and knowledge across internal departments and audiences

Cultural agility skills necessary to work effectively with diverse people, teams and communities

Excellent oral and written communication skills

Must be comfortable and competent interacting with the public, serving as a key resource to donors and other audiences, responding to questions and routing them appropriately

A valid driver’s license and ability to travel on occasion

Travel: Requires driving locally and at times regionally (in a seven-county area), with occasional trips to Portland. Driving is related to preparing for and attending events and meetings, and to office operations.

Safety: Support a safe work environment by performing work duties safely and according to procedures. This includes reporting all injuries, illnesses or accidents sustained while working to your immediate supervisor as soon as possible after the occurrence or within 24 hours of the injury, illness or accident, and reporting any accident involving OCF vehicles, equipment or other property, regardless of the nature of the accident, to your immediate supervisor as soon as possible after the accident.

Attendance Requirements: Regular punctuality and attendance is required. Work hours outside of normal business hours are performed as needed.

Physical Demands and Working Conditions: This job is typically performed under very comfortable working conditions; any disagreeable elements are generally absent during normal performance of the job. Job duties are performed in an office setting or indoor meeting rooms with occasional outside or external events or trips. This position requires repetitive use of the keyboard and monitor, use of telephone and office equipment. Requires sitting or standing for long hours at a time. Requires frequent lifting or carrying up to 25lbs, occasionally lifting up to 60lbs, and frequent bending and stretching. Occasionally loads/unloads and stores supplies, moves meeting room furniture, etc.

The following best reflects the amount of effort typically applied and the frequency of application:

A. The physical effort typically applied in this job includes: Lifting, Pulling, Reaching, Keying/typing, Carrying, Pushing, Driving, Bending, Stretching

B. The following best reflects the amount of effort typically applied and the frequency of application:

(Note: Whereas the following refers to lifting, any equivalent effort may be substituted):

Between 1 and 5 lbs - 40-70% of time effort is applied

Between 5 and 25 pounds - 15-40% of time effort is applied

Between 25 and 60 pounds - Less than 15% of time effort is applied

Compensation and Benefits: This is a regular, non-exempt, full-time position. The hiring range is $20.39 to $24.47 per hour, DOE. The normal number of hours in a full-time week is 35.

Our excellent benefit package includes generous paid time off, choice of medical and dental coverage, vision, outstanding 401k retirement plan, commuter and healthcare pre-tax savings accounts, employer-paid disability and life. Employees have access to an Employee Assistance Plan, paid volunteer leave, professional development opportunities, and much more!

To Apply: The Oregon Community Foundation is an Equal Opportunity Employer committed to equity, diversity and inclusion. We strive to build a diverse workforce to promote effective work in partnership with all communities and population groups in Oregon. We welcome a diverse pool of qualified applicants.

To be considered for this position, please provide a cover letter addressing how you meet the requirements of this position and a copy of your most recent resume. Apply online at