Job Details

Oregon Community Foundation

Job Posting: Regional Office Associate

Location: Eugene, Oregon

Hiring Range: $33.00 - $38.00 hourly

Position Type: Regular, Full-time, Non-Exempt

About Us:

Oregon Community Foundation (OCF) was founded in 1973 with a big mission: to improve the lives of all Oregonians through the power of philanthropy. In partnership with donors and volunteers, OCF works to strengthen communities in every county in Oregon through research, grantmaking, and scholarships. OCF is one of the largest community foundations in the country with over $4 billion in assets under management.

OCF is an Equal Opportunity Employer with six offices throughout Oregon in Baker City, Bend, Eugene, Medford, Portland and Salem.

Come join our team. To learn more, please visit oregoncf.org.

Job Summary and Responsibilities:

The Regional Office Associate manages the operations of the regional office, consisting of individuals working in the Philanthropic Services (PSD) and Community Engagement and Equity (CEED) 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 work with prospects, donors, nonprofits, volunteers, and legal and financial advisors. The Associate's actions have a significant impact on the work and effectiveness of the region.

Essential Duties and Responsibilities:

1. Office Operations Percentage of Time: 25%

• 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, 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 lease agreements.)
  • 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, 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.

1. Outreach and Events Percentage of Time: 35%

• Collaborate with the Regional Director and Program Officer to coordinate regional Leadership Council meetings. Duties include but are not limited to vendor and venue coordination, preparation of meeting materials, scheduling, assisting in communication with Council members, assisting in recruitment of members, documentation of meetings, and coordinating payments with the Finance Department.
• In partnership with OCF's Event Manager, Marketing Coordinator, and Philanthropic Services Associate, execute events in the region(s) that are cross-departmental or specific to an individual department or branch. Event coordination duties include but are not limited to; venue and vendor coordination, payment coordination with Finance, travel arrangements, RSVP tracking, material preparation, and post event follow up.
• Manage, track, and monitor annual event planning, scheduling, project timelines, 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.
• Work in close concert with staff event leads, as well as operate independently on events.

1. Team Coordination and Administrative Support Percentage of Time: 40%

Team Coordination

• Partner with the Regional Director on team meetings, celebrations, and acknowledgements.
• Plan, lead, or co-lead team meetings.
• Work with Administrative Manager, Regional Office Associate Team and other administrative staff to organize and support statewide goals and workflow.
• Provide meeting support cross-departmentally (e.g. internal meetings, grant and scholarship committees, retreats, department and branch meetings).

Administrative Support

Provide general administrative support for both the Community Engagement and Equity department and Philanthropic Services department staff within the regional office. Duties include the following:

• • 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 member 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 other duties assigned and collaborate with other administrative staff.
  • Assist with entering, maintaining, extracting, and interpreting accurate data from the OCF database that is related to the work of these teams.
  • Contribute to creating and executing the OCF strategic plan, in particular, goals related to department and regional strategies.
  • Participate in the ticketing system to help fulfill requests related to updating the database, creating reports, filing electronic documents, creating donor lists, and coordination of Request for Proposal and special grants programs, among other tasks.
  • In coordination with the Philanthropic Services Business Analyst, collaborate with the Regional Office Associate Team to ensure data policies and procedures are understood and accurately implemented.
  • Serve as the regional office super-user in the CRM database, demonstrating a high level of aptitude and proficiency with the software. Assist with data entry and 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 account records. In coordination with the Business Analyst, participate in holistic data management projects that advance OCF's work in the region.
  • Proofread and occasionally draft important documents (e.g. donor agreements and letters, invitations, flyers).
  • 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.
  • 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.

Cultural Values: In addition to the specific job requirements for each position, staff are expected to embody cultural values to support OCF's mission, Be People-centered and lead with trust, Pivot for Purpose and adapt quickly, and Dig into Hard Things to solve tough problems.

Qualifications:

Education and Experience:

• Five 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.
• Bachelor's Degree; equivalent experience may be substituted in lieu of a degree.

Required Professional Competencies:

• Strong knowledge of administrative procedures, including familiarity with budgets and finance procedures.
• Proficiency in MS Windows, Outlook, Excel, Word, PowerPoint, Publisher and use of the Internet.
• Exceptional organizational skills. Demonstrably detail-oriented, process-oriented, and accurate.
• Exceptional relationship and rapport-building skills, ability to navigate challenging situations and conversations to deliver high-quality services to internal and external stakeholders Ability to 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 meeting with a group of seasoned staff.
• Able to build a broad array of abilities and knowledge across internal departments and audiences.
• Able to maintain the highest level of confidentiality and use exemplary discretion and judgement in what and how information is shared with others.
• Excellent oral and written communication skills, able to convey information clearly and effectively.
• 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.
• Requires a valid driver's license and personal vehicle for regular use to effectively perform job duties.
• Ability to travel on occasions.

Compensation and Benefits:

• Hiring Range: $33.00 - $38.00 hourly depending on experience.
• Salary offers are determined in conjunction with an internal pay equity assessment. This initial hiring range reflects our starting offer based on your skills and experience. It's important to note that this is just the beginning; our overall salary structure offers additional opportunities for growth and advancement based on performance and development within the role, as well as resources available.
• This is a full-time, non-exempt position.
• Benefits include paid time off, medical, dental, vision, 401k, disability and life insurance, employee assistance plan, volunteer leave, and professional development opportunities.

Encouragement to Apply:

Studies show that women and people of color are less likely to apply for jobs unless they believe they meet all the qualifications. We are most interested in finding the best candidate for the job, and that candidate may come from a less traditional background. We encourage you to think broadly about your background and qualifications and apply.

How to Apply:

OCF is an Equal Opportunity Employer. Submit a cover letter and resume online at oregoncf.org/about/careers.