Administrative Coordinator - Communications Equity Portland

To apply: Please upload your cover letter and resume. Your last fifteen 15 years of relevant work history will be used to determine your placement on the salary schedule.

This position is based at the OEA Headquarters office in Portland OR and requires working inoffice to meet the needs of the position and the team.

JOB SUMMARY:

The Administrative Coordinator for Communications and Equity provides event coordination project coordination and complex administrative support in the Public Affairs and Professional Excellence (PAPE) department. The departments work covers government relations communications policy implementation professional learning and public affairs at OEA. The person in this position specializes in the communications and equity components of the departments work but also provides frequent backup to the other Associate Staff position in the department who specializes in government affairs and education policy work. The need to pivot and provide backup coverage will vary by season and sometimes be substantial. Events and projects are typically centered around state agencies elected officials media outlets legislative affairs professional learning campaigns and elections social media and communications materials distribution as assigned by the Director of the department. The person in this position also has significant responsibilities in data management calendar coordination and department reporting.

ESSENTIAL JOB FUNCTIONS:

General

• Support and advance the OEA mission vision and values.
• Contribute to support and actively engage in the organizations commitment to create and maintain a diverse equitable and inclusive workplace. Participate in activities trainings and/or workgroups to support OEAs commitment in this important mission.
• May provide substantive feedback on a variety of OEA initiatives and/or represent Associate Staff on a variety of OEA committees.

Event and Meeting Coordination

• Organize and manage logistics for several memberoriented communications equity and professional learning events per year including but not limited to press conferences and media appearances by OEA spokespeople DEI events for BIPOC members and various trainings and retreats:
  1. Secure and reserve location
  2. Correspond with participants; create and monitor registration web pages
  3. Arrange for food and drinks
  4. Support Director with program budget reports and handle petty cash
  5. With guidance from Director and/or department Professional Staff create edit and proof meeting materials
  6. Submit and track cadre contracts
  7. Submit invoices to accounts payable
  8. Schedule IT support as needed
  9. Onsite event coordination and support as needed
• In collaboration with event lead may also provide event support for OEA Representative Assembly.

Communications

• Track Oregon political news and create clips emails.
• Collaborate with other PAPE staff to produce and distribute annual membership materials Responsibilities include but are not limited to: communicating with UniServ offices vendors and NEA offices proofreading scheduling updating copy cost analysis and organizing and facilitating delivery to local affiliate offices. Actively solicit and post scheduled content and emails in line with OEA messaging on OEAs social media accounts and Contact Management System.
• Coordinate with OEAs PR/Media Consultant on media inquiries and requests for interviews; fulfill requests for information and/or public relations materials.
• In conjunction with OEAs Editor maintain and update OEAs websites. Proofread and post content to websites. Create content using source material as guided by Editor. Perform regular reviews of website pages and update to ensure timeliness.
• Answer department phone; transfer calls or distribute messages as needed.
• Maintain Communications department records including photo files publication archives and other files related to OEA publications.

Equity and Professional Learning

• Primary point of contact in coordination with Education Policy and Practice Strategist and Equity Coordinator for members and staff who have questions about NEA professional learning opportunities and external professional learning opportunities.
• Build and maintain list of related resources to be shared with members through OEA Communications.
• Track and update member participation data in NEA360 IMS VAN and EveryAction.
• Provide communications support on OEA grants.

Other Administrative Coordination

• Crosstrain on responsibilities of the other Associate Staff position in PAPE.
• Arrange ADA accessibility and language accessibility for OEA members and department staff for meetings and events as needed and requested.
• Coordinate travel arrangements including hotels transportation and registration for department staff as needed.
• In collaboration with the other Associate Staff position in PAPE build and maintain department calendar for each fiscal/school year.
• Coordinate schedules and calendars for Director and other department staff as needed or assigned.
• Maintain and monitor department filing systems naming conventions and documentation.
• Enter and maintain communications equity professional learning data in all relevant OEA data systems; pull prepare and distribute standard and custom reports.
• Order and distribute PAPE print jobs. Distribution sometimes occurs by mail and occasionally requires in person transport to OEA events and offices.
• Monitor respond as appropriate and distribute to department staff as needed: all emails coming to general PAPE email accounts including OEA Web Admin OEA PAC and endorsements.
• When receiving a research question find pertinent data and create a report on findings.
• Other duties as assigned by department Director or designee.

KNOWLEDGE SKILLS AND ABILITIES:

• Excellent time management calendar and scheduling and data management skills.
• Experience working with databases and comfortable learning new programs and computer systems.
• Able to type minimum of 55 WPM.
• Competency in grammar punctuation and editing.
• Excellent attention to detail with high level of accuracy.

• Experience using copy print and scanning machines phone and other common office equipment.

• Able to work independently and as a team player.
• Able to consistently meet established deadlines.
• Adept at balancing multiple priorities from multiple sources communicating about potential conflicts and limitations and advising on possible solutions.
• Able to work in a selfdirected and efficient manner maintaining a professional demeanor under pressure.
• Demonstrate a professional and collaborative attitude toward members and staff.
• Able to maintain confidential information.

QUALIFICATIONS:

Education

• High school diploma or equivalent including high school commercial courses or post high school business curriculum.
• College degree or certificate in business administration political science communications social sciences or another related field preferred.

Experience

• Minimum 2 years of experience providing executive support including managing multiple calendars and coordinating between organizational departments.
• 24 years of experience in project coordination event planning and complex administrative support.
• Proficient in Microsoft 365 including Excel Word and Teams; experience performing VLOOKUPs and/or XLOOKUPs and using pivot tables to filter and sort large amounts of electronic data.
• 12 years of experience supporting political campaigns preferred.
• Writing for publication.
• Familiarity with EveryAction NGP Voter Activation Network (VAN) Oregon legislative website BillTracker SalesForcebased CRM or other comparable software preferred.
• Proficiency with Adobe products required and familiarity with graphic design tools preferred.
• Nonprofit and/or union experience preferred.

OTHER INFORMATION

Supervisory

• The employee works under the direction of theDirector of Public Affairs and Professional Excellence. This employees work is also guided by Professional Staff in the PAPE department. The person in this position is expected to operate with relative independence and a minimum of supervision in handling complex problems with initiative creativity and sound judgement.
• This position is not in a supervisory role.

Work Environment

• This position is based at the OEA headquarters office in Portland.
• Occasional travel is expected for workrelated purposes. Locations are typically within Oregon and occur once or twice per quarter. A successful candidate will have access to reliable transportation.
• This position may occasionally require the incumbent to work some early mornings evenings and/or weekends to support department events. This is most likely to occur during legislative session (even numbered years in summer and fall odd numbered years in winter and spring). Where feasible for the work that needs to occur remote work is offered for hours worked outside the incumbents typical shift.
• This position is expected to stand sit and bend in order to perform routine office functions.
• This position is expected to lift five pounds 5lbs. to ten pounds 10 lbs.

REASONABLE ACCOMMODATION

The Oregon Education Association is committed to the full inclusion of all qualified individuals. As part of this commitment the Oregon Education Association will ensure that persons with disabilities are provided reasonable accommodation. If reasonable accommodation is needed to participate in the job application or interview process and/or to perform essential job functions please contact Human Resources at.

The Oregon Education Association is an equal opportunity employer.