Oregon Community Foundation
Community Impact Assistant
Location: Portland, OR
Application Deadline: 5/10/2021
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, Salem, and Medford, Oregon.
The Community Impact Assistant works across the Community Impact Department to advance the grantmaking, programmatic and community engagement efforts of the Foundation. The Community Impact Assistant provides a wide range of complex and confidential executive support to the Chief Community Impact Officer (CCIO) and high-level administrative support for the Community Impact Department (CID). The position facilitates efficient execution of the CCIO and CID's portfolio of activities. The range of duties requires ability both to manage a proactive and time-sensitive work schedule on an independent basis and to work productively as part of a team. The Community Impact Assistant must be creative, detail-oriented, and enjoy working within an environment that is mission and results-driven, community-centric, and customer service-oriented.
Essential Duties and Responsibilities
A. Administrative Support for the Community Impact Dept - Percentage of Time: 70%
- Handle logistics for meetings (webinars, department retreats, trainings, etc.) to include scheduling, room set-up and clean-up, catering, signage, and technology needs. Prepare and distribute agendas, record minutes, and ensure timely distribution and retention of meeting records
- Schedule department, branches, CID Leadership Team, program officer, staff strategic review, marketing/public relations, and other meetings as requested
- Coordinate group travel arrangements for department members attending conferences and events
- Identify and lead department-wide system and process improvement projects
- Assist with recruitment activities and onboarding of new hires
- Coordinate and monitor the department’s budget throughout the year and organize the annual budget process
- Proofread and format all CCIO sections of the OCF board book. Create the consolidated grants docket for the board book and verify the “all actions” section
- Assist department staff in the creation and production of board committee books
- Assist with the creation and production of customized reports using iPhi database, Excel, Word, and PowerPoint for meetings of the board, subcommittees of the board and volunteer advisory committees
- Assist with the planning and execution of bi-annual statewide leaders gatherings including support with registrations, logistics, and materials
- Solicit information for and provide regular department updates for the OCF Weekly Highlights
- Maintain and update department sections of the OCF website and intranet
B. Executive Support for the Chief Community Impact Officer - Percentage of Time: 25%
- Complete a broad variety of administrative tasks for the CCIO:
- Act as a primary point of communication with internal and external stakeholders seeking contact with the CCIO. Proactively manage correspondence from the CCIO’s office. Compose and prepare correspondence that is sometimes confidential. Disseminate information to others on behalf of the CCIO
- Manage an extremely active calendar of appointments and coordinate with other staff members to ensure timely completion of action items identified at meetings or otherwise specified by the CCIO
- Arrange complex and detailed travel plans, itineraries, and agendas
- Complete travel and expense reports, credit card reconciliation, invoices, and contracts
- Compile documents and materials for meetings collaborating with other departments as appropriate
- Work in collaboration with OCF’s Communications Team to create PowerPoint slide decks and talking points for CCIO presentations
C. Marginal or Non-Essential Job Duties - Percentage of Time: 5%
- Participate in statewide efforts to advance branch and department priorities as appropriate
- Provide backup for other related positions within the department and for the reception desk, as needed
- Assist with cross-department projects and events, including OCF’s annual luncheon
Supervisory Responsibilities Percentage of Time: 0%
- No supervisory responsibilities
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, Skills, Training and Experience and Skills
Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for the role.
- Five years’ progressively responsible executive administrative support. Experience working in non-profit sector desired
- Knowledge of administrative, budgeting and accounting procedures
- Bachelor's degree in a related field or equivalent experience in lieu of degree
- Excellent collaboration skills--able to work effectively, respectfully, and cooperatively with other team members and staff from other departments
- Ability to take initiative and use appropriate level of judgement to deal with non-routine matters
- Strong organizational skills--detail-oriented, able to work independently and in a team, able to prioritize and manage several tasks efficiently, able to meet multiple deadlines, and able to shift priorities and adapt to change
- Ability to prioritize conflicting needs, handle matters expeditiously and proactively, and to follow through on projects to successful completion, often with deadline pressures
- Cultural agility skills necessary to work effectively with diverse people, teams, and communities
- Ability to maintain strict confidentiality and a high degree of professional discretion dealing with sensitive or confidential information
- Strong knowledge of MS Word, Outlook, Excel, PowerPoint, and Teams. Experience working in a network environment with an integrated database
- Ability to gather and analyze information and produce concise reports
- Experience in report formatting and visual presentations, including PowerPoint
- Excellent customer service skills to provide service that is courteous and competent, promoting trust and confidence
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. Requires repetitive use of keyboard and monitor and frequent or prolonged periods sitting or standing. Requires ability to lift up to 50 lbs upon occasion, and up to 20 lbs more frequently. Requires ability to communicate verbally in person or on the phone.
The physical effort typically applied in this job includes: Standing, sitting, lifting, pulling, reaching, keying/typing, carrying, pushing, and manipulating.
The amount of effort typically applied and the frequency of application: (Whereas, the following refers to lifting, any equivalent effort may be substituted.)
Less than 1 pound – Effort applied more than 70% of the time
Between 1 and 5 pounds – Effort applied more than 70% of the time
Between 5 and 25 pounds – Effort applied 40-70% of time
Between 25 and 60 pounds – Effort applied 15-40% of time
More than 60 pounds – Effort applied less than 15% of time
The effort reflected above is typically applied when sitting and standing.
Travel is not required for performance of job duties. Percentage of Time: 0%
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 are required.
Compensation and Benefits: This is a non-exempt, full-time position. OCF's regular work week is 35 hours. The hiring range for this position is $23.21 to $27.85/hour, DOE.
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 https://oregoncf.org/about/careers/