Cover letter required with application.
Reporting to the VP of Development, the Administrative Assistant provides administrative and office management support for the VP of Development and the Development Team.
They support the work of the Development Committee of the Board, as well as support donor stewardship and cultivation activities to help the team achieve fundraising goals and further a culture of community-centered philanthropy in the Development Team and across the organization.
Essential Duties and Responsibilities:
Administrative and Office Management Support: Provides scheduling support for the VP of Development and Development Directors; Supports the work of the Development Committee in collaboration with Development leadership: Creates and updates Committee materials and supports staff with follow-ups and action items; Manages and maintains online portal for Development Committee materials.
Manages scheduling, agenda creation, and note-taking for Development Team meetings; Assists with the preparation of spreadsheets, reports, and presentation materials for meetings; Oversees expense budget tracking and variance reporting for the Development department budget; Provides administrative and financial support including bulk mailings, processing contracts, invoicing, check requests, expense reports, supplies management, filing, certificates of insurance, and assistance with office-wide tasks; Ensures timely and accurate data entry into the Salesforce CRM and other systems.
Donor Stewardship and Cultivation: Provides excellent customer service and support to OMSI donors, sponsors, members, and patrons; Completes financial tasks associated with recurring giving programs including, but not limited to, processing credit card payments and communicating with donors; Researches prospect profiles to support the qualification of new and potential donors; Collaborates with the Development Team to support events including drafting and proofreading communications, ordering and preparing materials, organizing supplies and maintaining inventories, creating signage, attending events, greeting guests, and other duties as assigned.
Working Conditions: This position is non-exempt, paid hourly; This position is regular full-time scheduled for 40 hours/week; Requires working onsite at the museum location; Requires working on some weekends, holidays, and/or evenings.
Physical Demands: 85% sitting, 15% standing, 0% lifting/carrying 40 lbs.
; Vision Demands include: Close vision (clear vision at 20 inches of less) Color vision (ability to identify and distinguish colors) Ability to adjust focus (ability to adjust the eyes to bring an object into sharp focus) Environmental Demands include: Outdoor weather conditions Noise Levels include: Quiet (examples: library, private office) Moderate (examples: business office with computers and printers, light traffic) Loud (examples: metal can manufacturing department, large earth-moving equipment) Secondary Responsibilities
Secondary responsibilities include-but are not limited to-the following: Function as a backup to the Executive Assistant to the President; Collaborates with Controller to provide regular cash management support by following daily deposit procedures on a biweekly basis; Provides supervision for volunteers during certain events, such as OMSI's annual Gala.
Knowledge and Skills:
REQUIREMENTS: Business Practices: Exercises sound judgment while upholding high integrity and ethical standards; Adheres to confidentiality, protocol, and community agreements; Ability to model and support a positive team dynamic with paid and unpaid staff; Strong communication skills, with an emphasis on customer service; Ability to effectively handle multiple tasks, often with overlapping and time-sensitive deadlines.
Administrative Support and Departmental Engagement: Excellent organizational, analytical, and problem solving skills; Excellent attention to detail with a high degree of accuracy; Demonstrated skill with Microsoft Office and/or Google Suite; Ability to foster relationships with internal partners, listen carefully to understand their motivations and needs, and thoughtfully synthesize information; Ability to effectively work and collaborate with professionals of diverse backgrounds, with an emphasis on cross-cultural fluency and advancing diversity, equity, and inclusion through a racial equity lens.
PREFERENCES: Experience in Salesforce or other database programs; Excellent oral and written communication skills in a non-English priority language in Oregon.
Education & Work Experiences:
REQUIREMENTS: 3 years of cumulative experience-with increasing responsibility-in an administrative/office position: Demonstrated experience working effectively with people of diverse backgrounds and talents in professional work environments; Developed coordination and project management skills; Experience utilizing tracking systems or tools in an office environment and contributing to system and process improvements; Demonstrated experience working in a fast-paced environment, often with stringent and overlapping deadlines.
PREFERENCES: Experience working with an organization's leadership team; Experience working with and/or supervising volunteers.
Additional Requirements/Preferences; Including Licenses and Certifications:
REQUIREMENTS: Pre-employment checks, such as criminal background checks and reference checks.
PREFERENCES: None.
Benefits and Perks at OMSI Multiple health plans (OMSI pays 86% of employee premiums) 403(b) retirement with employer match eligibility 2 weeks of vacation per year 2 weeks of sick time per year 12 personal / cultural days (PTO) per year Free annual OMSI Family Membership Reciprocal Employee Attractions Pass (REAP) Inclusion-centered professional development opportunities Employee-led rewards and recognition program Discounts on summer programs for employee's children