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Administrative Coordinator

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Published 25 days ago

Job Title: Administrative Coordinator

Reports To: Executive Director

Pay Grade: 40 hours a week, $$21.00 - $22.50 an hour. Not OT exempt.

Benefits: 

  • Medical and Dental Insurance
  • 10 paid vacation and 10 paid sick days per calendar year
  • 9 paid floating holidays and first five business days of each calendar year off, with pay.
  • 401K opportunity with company match
  • The position falls under a Union agreement with ​CWA Local 7901

Position Summary: The Administrative Coordinator oversees maintenance of  an organized and well-documented office environment, maintaining calendars and schedules for Q Center and community partners. The Administrative Coordinator is also responsible for setting up meetings for the board, staff, and partner coalitions, overseeing and supporting front desk volunteers, creating and maintaining Google drive databases, overseeing IT/Tech contracts, and ensuring that the center’s library is well maintained. 

Q Center Mission and Culture: Portland’s Q Center serves as a safe space for the LGBTQIA2S+ community, which we measure through the understanding that an individual's intersecting identities impact how they experience our space. Our staff and board consider aspects of Feminism,Critcal Race Theory and Queer Theory to guide our actions and goals, and effectively serve the most intentionally sideline and marginalized community members. An ideal team member will be aware of, and have a commitment to breaking down, systemic barriers that have historically been supported by biases based on gender, race, sexuality, dis/ability, age, and other identity factors.  

Q Center stands with BLM and the many queer and transgender individuals in the Black community. Applicants for all positions must be open to and committed to active engagement towards the eradication of anti-Black racism


Essential Duties and Responsibilities: 

Q Center Internal Administrative Work (20+ hours a week):

  1. Assist other staff, the board, and community partners as needed
  2. Maintain calendars and meeting schedules
  3. Greet visitors and orient people to the center (and route to appropriate staff)
  4. Answer primary Q Center phone line, and route calls
  5. Disseminate Q Center communications and report, as appropriate, under direction of executive director
  6. Sort, catalog, and file paperwork, e-documents and emails
  7. Organize shared G Suite drives
  8. Create and document best practices for common tasks
  9. Check and sort mail daily
  10. Maintain and update contracts with phone, internet, online calendar, website and other “administrative tools” providers.

Community Administrative Work (8+ hours a week):

  1. Create and maintain contacts list(s) for Q Center projects and partnerships
  2. Coordinate and assist LGBTQ+ serving organizations through administrative support
  3. Create and maintain Google Drive “databases” to collect community information for LGBTQ+ organizational access (logos, fliers, vetted resources, etc.)
  4. Conduct community partner meetings, in concert with the executive director.

Library Management (2+ hours a week):

  1. Maintain the pacific northwest’s largest queer literature lending library
  2. Sort through books in library for content and relevance
  3. Maintain book checkout and catalog system 
  4. Maintain documentation of grants/donation and needed reporting for library funding streams.
  5. Liaise with Facilities Coordinator regarding any work, upgrades or repairs required in the library.

Miscellaneous (as needed):

  1. Ensure quality service to patrons, visitors, staff, and volunteers at Q Center
  2. Actively seek out opportunities to collaborate with community partners such as other non-profits, local business, and community leaders for collective impact
  3. Assist staff and volunteers in situations requiring immediate problem solving or crisis management.
  4. Create, maintain, and update an “administrative manual” that clearly defines and describes position tasks, physical and software technology used, passwords, etc.
  5. Maintain, update and file any admin-related software or IT agreements and contracts.
  6. Create and maintain a budget for administrative costs.

Experience Required: This position expects one to two years of professional or equivalent experience with programs at non-profit organizations. Highly competitive applicants will possess experience providing comprehensive administrative support for internal staff and community partners in a professional non-profit setting. Lived experience in navigating non-profit services and systems is also a desired component of comprehensive experience.

Required Skills/Experience: 

  • Great organizational skills and exceptional attention to detail
  • Interpersonal skills and ability to respectfully interact with diverse communities
  • High competency in G-Suite (Google) and Microsoft administrative software. Mail merge and spreadsheet use a strong plus!.
  • Experience with creating and maintaining databases
  • Ability to utilize calendar and scheduling assets to predict and plan for administrative tasks
  • Time management and prioritization skills to ensure efficient functioning of schedules and office systems
  • Ability to manage multiple projects and tasks within a day. 
  • Ability to quickly learn to use new software
  • Ability to remain calm under pressure and not escalate inflammatory situations

Preferred Skills/Experience

  • Experience with office administration and best practices, phone and email systems, 
  • Experience creating, organizing, and inputting data for multiple user-friendly databases, including resource guides, contact lists and digital assets catalogues.
  • Experience training and managing volunteer groups of at least 15 people in a single project.
  • Talent for de-escalation and mediation of low-level conflict.

To apply, a cover letter and resume should be emailed to ian@pdxqcenter.org, with the job title in which you are interested in the subject line.

Applications will be accepted through September 14, 2021, and Q Center will begin scheduling interviews with qualified applicants beginning September 7, 2021. Q Center values a staff that is both diverse and representative of Portland LGBTQIA2S+ community, and encourage individuals of varied life-experiences to apply.


Job Title: Administrative Coordinator

Reports To: Executive Director

Pay Grade: 40 hours a week, $$21.00 - $22.50 an hour. Not OT exempt.

Benefits: 

  • Medical and Dental Insurance
  • 10 paid vacation and 10 paid sick days per calendar year
  • 9 paid floating…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    October 1, 2021
  • Application Deadline
    September 14, 2021
  • Professional Level
    Professional

Salary

USD 43,680 - USD 46,820Hourly, not OT exempt

Benefits

Benefits: Medical and dental insurance, 10 paid vacation and 10 paid sick days per calendar year; 9 paid floating holidays and first five business days of each calendar year off with pay; 401K opportunity with company match; position falls under a Union agreement with CWA Local 7901

Benefits: Medical and dental insurance, 10 paid vacation and 10 paid sick days per calendar year; 9 paid floating holidays and first five business days of each calendar year off with…

Location

On-site
4115 N Mississippi Ave, Portland, OR 97217, USA

How to Apply

To apply, a cover letter and resume should be emailed to ian@pdxqcenter.org, with the job title in which you are interested in the subject line.

Applications will be accepted through September 14, 2021, and Q Center will begin scheduling interviews with qualified applicants beginning September 7, 2021. Q Center values a staff that is both diverse and representative of Portland LGBTQIA2S+ community, and encourage individuals of varied life-experiences to apply.


To apply, a cover letter and resume should be emailed to ian@pdxqcenter.org, with the job title in which you are interested in the subject line.

Applications will be accepted through…

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