Oregon Community Foundation
Regional Office Associate
Location: Eugene Oregon
Application Deadline: 1/23/2022
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 Regional Office Associate manages the operations of the regional office located in Eugene, consisting of individuals working in the Philanthropic Services (PSD) and Community Impact (CID) departments. The Associate manages all phases of regional event planning and is the lead staff member for multi-departmental events and projects. Responsibility for seasonal and special departmental projects that are best carried out in a regional office are included in the position duties. The Associate partners with the Regional Director in building and sustaining a great office culture and advances the delivery of the region’s Philanthropic Services work with prospects, donors, nonprofits, volunteers, and legal and financial advisors. The Associate’s actions have significant impact on the work and effectiveness of the region.
Essential Duties and Responsibilities
- Office Operations – Percentage of Time: 45%
- In coordination with the Regional Director, other staff members in the Regional Director’s absence, as well as Operations/IT Team members working in the Portland office, maintain regional office operations:
- Coordinate local operations with OCF-statewide. Operations duties include but are not limited to: managing reception, welcoming guests, answering phones, processing mail, overseeing safety and security (including the implementation of COVID protocols), maintaining an orderly environment in the office’s public spaces, handling contribution checks and legal documents, and overseeing office technology, office supplies, and OCF publications inventory.
- Manage scheduling of regional office conference rooms for internal meetings and outside groups and oversee guest services for these meetings and events.
- Ensure that the janitorial needs of the facility are met, provide direction to janitorial staff, etc. (needs vary based on facility’s lease agreement).
- Serve as primary contact with landlord regarding security, maintenance, services, parking, signage, landscaping, etc.
- Interact with landlord and other service providers on routine matters and repairs, remodeling and moving projects, moving companies, and security in close collaboration with the Operations/IT Team in the Portland office.
- Fulfill Operations/IT Team members’ requests for on-site assistance.
- 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.
- Partner with the Regional Director on team meetings, celebrations, and acknowledgements.
- Provide general administrative support for Community Impact and Philanthropic Services staff within the regional office:
- Work with Administrative Manager, Regional Office Associate Team, and other administrative staff to organize and support statewide goals and workflow.
- In coordination with the Philanthropic Services Business Analyst, collaborate with Regional Office Associate Team to ensure data policies and procedures are understood and accurately implemented.
- Serve as the regional office’s super-user in the CRM database, demonstrating a high level of aptitude and proficiency with the software. Assist with data entry and in generating reports and lists (i.e., complex invitation and mailing lists and donor contact lists for relationship managers).
- Provide accurate data entry and quality control as it relates to individual and account records. In coordination with the Business Analyst, participate in holistic data management projects that advance OCF’s work in the region.
- Participate in the Philanthropic Services ticketing system to help fulfill requests related to updating the database, creating reports, filing electronic documents, creating donor lists, and coordination of RFP and special grants programs, among other tasks.
- Plan, lead, or co-lead team meetings.
- Provide meeting support cross-departmentally (e.g., internal meetings, grant and scholarship committees, retreats, department and branch meetings).
- In partnership with PSD Stewardship Associate, track new funds and gift reports. Prepare related thank you notes for appropriate staff and briefings for regional OCF Board Directors’ use in writing thank you notes.
- Proofread and occasionally draft important documents (e.g., donor agreements and letters, invitations, flyers).
- Support hiring managers when an active recruitment effort is taking place to coordinate scheduling; prepare interview panel materials and coordinate on-site interview logistics.
- Philanthropic Services Support – Percentage of Time: 25%
- Collaborate with the region’s Philanthropic Services colleagues in performing duties that advance their work with prospects, donors, and legal and financial professionals. This may include assistance with research, scheduling and travel, meeting preparation, preparation of meeting and/or marketing materials, documentation of meetings and other contacts, assisting with communication when team members are traveling or in meetings, and helping to carry out prospect and stewardship activities such as mailings, one-on-one activities and events.
- Participate in special projects and collaborate with other administrative staff in the Philanthropic Services Department.
- Assist with entering, maintaining, extracting, and interpreting accurate data from the OCF database that is related to Philanthropic Services efforts.
- Contribute to creating and executing the OCF strategic plan, in particular, goals related to Philanthropic Services and regional strategies.
- Community Engagement, Outreach and Events – Percentage of Time: 25%
- In partnership with OCF’s Event Marketing Coordinator and Philanthropic Services Associate, execute events in the region(s) that are cross-departmental or specific to an individual department or branch. Manage, track, and monitor annual event planning, scheduling, project timelines, venue and vendor coordination, invitations, on-site support, and post-event follow-up. Establish and maintain relationships with and lists of caterers, venues, and other event vendors.
- Support events hosted by Philanthropic Services involving prospects, donors, and Professional Advisors.
- Support Grant Advisory Committee meetings in coordination with relevant staff.
- Facilitate scholarship selection committees by assisting with scheduling meetings and providing other necessary administrative support as requested.
- 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 regarding member requests, and recording attendance in OCF database. Assist the Regional Director with details related to recruitment and orientation session. Support project committees that may be convened, assist with scheduling, venue, and other logistics in coordination with OCF Event Marketing Coordinator.
- Work in close concert with staff event leads, as well as operate independently on events.
- Additional Job Duties – Percentage of Time: 5%
- 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.
- No supervisory responsibilities
Marginal or Non-Essential Job Duties
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.
- Four 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.
- Associate Degree; equivalent experience may be substituted in lieu of a degree.
- Knowledge of administrative procedures, including familiarity with budgets and finance procedures.
- Proficiency in MS Windows, Outlook, Excel, Word, PowerPoint, Publisher and use of Internet.
- 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.
- Demonstrated initiative, creativity, and experience working independently, proactively identifying or initiating ways to enhance a process, procedure or outcome that benefits OCF.
- Able to generate new ideas to improve processes and creatively solve problems.
- Able to effectively and efficiently facilitate and co-facilitate a team meetings with a group of seasoned staff.
- Able to build a broad array of abilities and knowledge across internal departments and audiences.
- Must be discerning and discreet.
- 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.
- Cultural agility skills necessary to work effectively with diverse people, teams and communities.
- Demonstrated commitment to equity, diversity, and inclusion.
- A valid driver’s license and ability to travel on occasion.
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. Even as other OCF staff continue to work remotely, this position is required to be in-office, Monday through Friday. This job is typically performed in a setting that is open to the public and staff will be required to abide by OCF policies related to COVID.
This position requires: repetitive use of the keyboard and monitor, use of telephone and office equipment, sitting or standing for long hours at a time, frequent lifting or carrying up to 25lbs (occasionally lifting up to 60lbs), frequent bending and stretching. It also requires pulling, pushing, reaching, and driving, as well as occasional loading/unloading of store supplies, moving meeting room furniture, etc.
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 time
Between 1 and 5 pounds – Effort applied more than 40-70% of time
Between 5 and 25 pounds – Effort applied 15-40% of time
Between 25 and 60 pounds – Effort applied less than 15% 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 - Percentage of Time: 3%
Requires driving locally and at times regionally (in a seven-county area), with occasional trips to Portland. The need to drive is typically 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 are required. Work hours outside of normal business hours are performed as needed. Work schedule usually does not fluctuate without prior notice.
Compensation and Benefits: This is a non-exempt, full-time position. The hiring range for this position is $21.52 to $25.83 per hour, DOE. Salary offers are determined in conjunction with an internal pay equity assessment. OCF’s regular workweek is 37.5 hours.
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/