Hiring Organization Information
Since 1973, the Oregon Community Foundation (OCF) has pursued a mission to improve lives for all Oregonians through the power of philanthropy. The Foundation invites Oregonians with different perspectives to come together around the shared value of giving back. We work with individuals, families, businesses and organizations to create charitable funds that support the community causes they care about. These funds support the critical work that nonprofits are doing across Oregon. Our headquarters are in Portland, with regional offices in Bend, Eugene, Salem, and Medford, Oregon.
The Regional Office Associate supports the administrative operations for the Philanthropic Services Department (PSD) programs and staff in the Portland Metro, Northern Willamette Valley, and North Coast areas. The Associate is responsible for supporting both the day-to-day activities and broader programmatic work of the team. The Associate also partners with the Sr. Philanthropic Advisor and Regional Director in building and sustaining a positive office culture and supports the regions’ Philanthropic Services team in their work with prospects, donors, fund advisors and legal and financial advisors.
Essential Duties and Responsibilities
A. Team Operations - Percentage of Time: 55%
· In coordination with the Sr. Philanthropic Advisor and Regional Director, maintain Portland Metro and Salem PSD team operations in support of regional staff and their activity
· Collaborate with the regions’ PSD team in performing duties that advance their work with prospects, donors, and legal and financial professionals. May include assistance with scheduling and travel, meeting preparation, documentation of meetings and other contacts, assisting with communication when colleagues are traveling or in meetings, and helping to carry out prospect and stewardship activities such as mailings, one-on-one activities, and events
· Handle logistics for key meetings including scheduling, room set-up and clean-up, catering, signage, and technology needs. Prepare and distribute agendas, record minutes and ensure timely distribution and retention of meeting records
· Assist with proofreading important communications, occasionally drafting these documents. Monitor and share relevant PSD news with team and occasionally liaise with other departments
· Work with Administrative Manager, Regional Office Associate Team and other administrative staff to organize and support statewide goals and workflow
· Process routine correspondence and inquiries from a variety of constituents
· Serve as back-up for other related positions and duties within the development department and for the reception desk, as needed
· Other duties and special projects as assigned
B. Database Support - Percentage of Time: 40%
· In coordination with the Philanthropic Services Business Analyst, collaborate with Regional Office Associate Team to ensure data policies and procedures are understood and accurately implemented
· Serve as the regional office’s super-user in the CRM database, demonstrating a high level of aptitude and proficiency with the software. Assist with data entry and in generating reports and lists (i.e., complex invitation and mailing lists and donor contact lists for relationship managers)
· Manage and maintain data entry and records for prospects, donors and fund advisors, and professional advisors in a timely and accurate manner
· Participate in the department-wide ticketing system to help fulfill requests related to updating the database, creating reports, filing electronic documents, creating donor lists, coordination of requests-for-proposal and special grants programs, and due diligence, among other tasks
· Conduct prospect and donor research and compile briefing reports and background summaries as requested to support the work of Philanthropic Advisors, Donor Relations Officers and OCF leadership
· Assist with donor research requirements, including nonprofit organization research, and tracking potential donors
· Provide individual database training and serve as a resource for all PSD staff in the Portland Metro and Northern Willamette Valley offices
· Provide accurate data entry and quality control as it relates to individual, account, and organizational records. In coordination with the Business Analyst, participate in developing strategies for holistic data management that benefit the work of the PSD
· Support all regional staff in tracking and managing data related to event invitations, RSVPs and attendance
· In collaboration with Events staff, oversee data clean-up related to events; ensure records and transactions originating from or impacted by PSD events are accurate.
· Generate reports and manipulate data into usable, actionable information for things like outreach, event invitation lists, donor portfolios, and donor stewardship and grantmaking; respond to inquiries regarding entered data as requested
C. Community Engagement and Events - Percentage of Time: 5%
· Support planning and execution of outreach events that are cross-departmental or specific to an individual department or branch. This may include annual outreach planning, scheduling, planning timelines, venue and vendor coordination, invitations, on-site support and post-event follow-up
· Work requires the ability to work in close concert with staff event lead, as well as act independently when the staff lead is unavailable.
Required Cultural Values: In addition to the specific job requirements for each position, staff are expected to embody certain cultural values to support OCF’s mission: communicate effectively, value one another, demonstrate accountability, embrace possibilities, address conflict and take action.
Required Education, Skills, Training and Experience and Skills
Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for the role.
· Four 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.
· Associate Degree; equivalent experience may be substituted in lieu of a degree.
· Knowledge of administrative procedures, including familiarity with budgets and finance procedures.
· Proficiency in MS Windows, Outlook, Excel, Word, PowerPoint, Publisher and use of Internet.
· Exceptional organizational skills. Demonstrably detail oriented, process-oriented and accurate.
· 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 meetings with a group of seasoned staff.
· Able to build a broad array of abilities and knowledge across internal departments and audiences.
· Must be discerning and discreet.
· Excellent oral and written communication skills.
· 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.
Physical Demands and Working Conditions: This job is typically performed under very comfortable working conditions; any disagreeable elements are generally absent during normal performance of the job. Job duties are performed in an office setting or indoor meeting rooms with occasional outside or external events or trips. This position requires repetitive use of the keyboard and monitor, use of telephone and office equipment. Requires sitting or standing for long hours at a time. Requires frequent lifting or carrying of up to 25lbs, occasionally lifting up to 60lbs, and frequent bending and stretching. Occasionally loads/unloads and stores supplies, moves meeting room furniture, etc.
The physical effort typically applied in this job includes: Standing, sitting, walking, lifting, bending, pulling, pushing, reaching, stretching, carrying, keying/typing.
The amount of effort typically applied and the frequency of application: (Whereas, the following refers to lifting, any equivalent effort may be substituted.)
Less than 1 pound – Effort applied more than 70% of the time
Between 1 and 5 pounds – Effort applied 40-70% of the time
Between 5 and 25 pounds – Effort applied 15-40% of the time
Between 25 and 60 pounds – Effort applied less than 15% of the time
Travel is not typically required as part of job duties.
Safety: Support a safe work environment by performing work duties safely and according to procedures. This includes reporting all injuries, illnesses or accidents sustained while working to your immediate supervisor as soon as possible after the occurrence or within 24 hours of the injury, illness or accident, and reporting any accident involving OCF vehicles, equipment or other property, regardless of the nature of the accident, to your immediate supervisor as soon as possible after the accident.
Attendance Requirements: Regular punctuality and attendance is required. Work hours outside of normal business hours are performed as needed.
Compensation and Benefits: This is a non-exempt, full-time position. The hiring range for this position is $20.80 to $24.95/hour, DOE.
Our excellent benefit package includes generous paid time off, choice of medical and dental coverage, vision, outstanding 401k retirement plan, commuter and healthcare pre-tax savings accounts, employer-paid disability and life. Employees have access to an Employee Assistance Plan, paid volunteer leave, professional development opportunities, and much more!