Job Type: Permanent
Salary Details: $21-$22/hour
Deadline: May 08, 2023
Reports to: People and Culture Manager
Supervises: None
Classification: Non-exempt, hourly, 1.0 FTE, 40 hours per week
Compensation: $21.00-$22.00 per hour + Full Benefits

Benefits Include:

  • Medical insurance: 100% payment of premiums for medical and dental insurance, for employees only
  • Competitive leave benefits which include two (2) weeks paid vacation during a staff member’s first year of employment, accrual of eight (8) hours paid sick time per month, nine (9) recognized paid holidays as well as 40 hours of flexible holiday time per year, and family leave.
  • 401(k) 3% match plus annual fixed amount contribution
  • Ability to attend free or subsidized courses at Portland Audubon
  • Substantial discount at our Nature Store, including optics
  • Opportunity to work in one of the most beautiful forests in Oregon

About Portland Audubon
Portland Audubon has been a leading voice in conservation for over a century. Through conservation advocacy, environmental education, and wildlife rehabilitation, we promote the understanding, enjoyment, and protection of native birds, other wildlife and their habitats. We are located in a 172-acre wildlife sanctuary next to Forest Park, just minutes from downtown Portland. 

Portland Audubon is committed to building a diverse and inclusive environment, reflecting the diversity of our community in its board, staff, volunteers, and members; ensuring its internal culture, business practices, and programs are welcoming and advancing our diversity goals: empowering people to make positive changes in their community and environment. This position is expected to serve diverse audiences and help advance Portland Audubon’s diversity strategies. More background on our diversity efforts can be found at audubonportland.org/about.

Position Summary
The Administrative Coordinator provides high level support to the Executive Director and the Senior Management Team, reporting directly to the People and Culture Manager. This position will perform administrative/clerical, customer service and other tasks to support the operations of the organization.

This position will also support the Board of Directors by taking meeting minutes at their bi-monthly meetings, preparing and distributing agenda and materials, and helping facilitate and moderate the meetings. 

Essential Duties and Responsibilities

  • Be present on campus in the administrative office to welcome and direct visitors, answer and transfer phone calls, and problem solve as needed.
  • With support from our administrative volunteers, perform tasks such as check processing, mail sorting, document scanning and other tasks as assigned.
  • Oversee auxiliary and office systems (phone system, copiers/printers, AV equipment, etc.) by communicating with our vendors and  providing ongoing support for staff.
  • Maintain stock and ordering of office supplies for the organization.
  • Coordinate the administrative aspects of preparing meeting materials and agendas for staff meetings/gatherings.
  • Coordinate the administrative aspects of preparing meeting materials, the distribution of agendas and generate meeting minutes for bi-monthly Board of Directors meetings. 
  • Support the administrative aspects of the annual board election process.
  • Manage the Board of Directors listserv, as well as Board/Advisory committee listservs and calendar scheduling.
  • Manage staff shared calendars (ensuring staff have access to the organization’s shared calendars, and access is updated during times of onboarding and terminations).
  • Manage the check-out and return of A/V equipment and Company vehicles
  • Manage mail and package deliveries, notify staff when appropriate and store packages as needed

Qualifications

  • Minimum 1-2 years of customer service, office administration and/or executive support experience preferred.
  • Customer service oriented with an understanding of diverse constituencies, including staff, volunteers, board and the public.
  • Strong planning and organizational skills, attention to detail, and time management. 
  • Experience with Google Suite including emails, shared calendars, Google Drives and Google groups highly desired.

Working Conditions
The physical demands described here represent those that must be met by an employee to perform the essential duties of this job successfully. The work environment characteristics described here represent those an employee encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

  • The employee must occasionally lift and/or move up to 10 pounds. While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stoop, kneel, crouch, or crawl. 
  • The noise level in the work environment is usually moderate.
  • Occasional work after-hours and weekends.
  • Ability to work in a multifunctional setting.

Application
Portland Audubon does not discriminate on the basis of race, creed, sex, sexual orientation, age, religion, marital status, national origin, political affiliation or mental or physical handicap. Candidates of color are strongly encouraged to apply. Portland Audubon is committed to building a diverse and inclusive environment, reflecting the diversity of our community in its board, staff, volunteers, and members; ensuring its internal culture, business practices, and programs are welcoming and advancing its diversity goals; and empowering people to make positive changes in their community and environment. All Portland Audubon employees are expected to serve diverse audiences and help advance our diversity strategies. More background on our diversity efforts can be found at http://audubonportland.org/about .

More information can be found at http://audubonportland.org. 

Diversity Statement
Portland Audubon believes that inspiring all people to love and protect nature is best achieved when we embrace diversity as a value and practice. In the same way an ecosystem needs many types of plants and wildlife, an organization thrives when it includes a diversity of people and perspectives. We recognize that inequities are widespread and create gaps between our present reality and our aspirations. Audubon is committed to:

  • Reflecting the diversity of the community in our board, staff, volunteers, and members.
  • Ensuring our internal culture, business practices, and programs are welcoming and advance our diversity goals.
  • Empowering people to make positive changes in their community and environment.

A core priority moving forward is to infuse equity, inclusion, and diversity (EID) into all of the goals and work of the organization. This position will play an important role in achieving the organization’s EID goals through engagement with staff, board members, donors, volunteers and the public. We recognize that in order to serve diverse communities we must also have diversity represented in our staff. 

How to Apply
APPLY ONLINE at portlandaudubon.bamboohr.com/jobs/ 

To submit via US Postal Service
Please send your resume, cover letter and this application to:

Human Resources
Portland Audubon
REF: Administrative Coordinator
5151 NW Cornell Road
Portland, OR 97210