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Thursday, October 9, 2014 - 12:30pm

POSITION DESCRIPTION

Office Coordinator, 1.0 FTE
Salary commensurate with experience, health and dental insurance provided
Start Date: November 3rd or soon after

 

OVERVIEW

Upstream Public Health seeks a highly-qualified, well organized administrative genius to support the Executive Director and staff members with administrative, financial, and all the many tasks that go along with keeping an organization running smoothly. Upstream is a 501(c)3 non-profit public health advocacy group based in Portland, Oregon that works to identify the most innovative, broad-based public health solutions that are backed by science and research. Upstream is dedicated to implementing prevention-based policy solutions and has a track record of successfully building coalitions and mobilizing advocates.

The successful candidate will be a task-master with stellar administrative, financial, development, and research support skills. Our hire will have exceptional organizational and communication skills, good people skills, be able to manage multiple projects, be motivated to take initiative, pay careful attention to detail, and follow projects all the way through to completion. 

 

ESSENTIAL RESPONSIBILITIES

Administrative (60% of time):

  • Provide administrative support to all staff (light phone work, maintain files, light photocopying)

  • Meeting and conference call coordination – inclusive of travel arrangements, logistics and sometimes event planning

  • Note-taking, correspondence and required follow-up

  • Customize and finalize contracts, using organizational templates, under the direction of the Executive Director

  • Technology: Ensuring phones, printers, computers, network, etc. are working well

  • Provide support to Development Director including entering donations, running reports and navigating CiviCRM fundraising software

  • Manage electronic communication to donors, direct mail appeals via regular mail, fundraising events, and social media

 

Financial (40% of time):

  • Track all organization expenses in Quicken, write checks

  • Maintain files of receipts, send out invoices and deposit checks

  • Assist Executive Director in writing grant budgets, reporting on grant budgets and tracking expenditures within grants

  • Enter financial transactions into bookkeeping system, Quicken

  • Work with bookkeeper to get financial documents out on time

 

QUALIFICATIONS

  • Be familiar with both Macintosh and PCs, Quicken experience preferred
  • Minimum of 2 years previous experience in administrative support preferred, including experience with non-profit financial management
  • Demonstrated ability and capacity to proofread and produce high quality documents in a timely manner
  • Ability to exercise good judgment and tact
  • Knowledge of standard office computer applications (MS Word, Excel, Outlook, PowerPoint, etc.) and standard office equipment, including multiple-line telephone systems
  • Knowledge of graphic design and layout preferred
  • HTML bulk mailing experience a plus
  • Good communication and writing skills—including high proficiency in English grammar, spelling, and punctuation
  • Detail oriented, accurate, and timely with assigned tasks
  • Ability to handle multiple priorities and complete multiple projects in a timely manner
  • Ability to take initiative, consult, share information, and ask questions as needed
  • Interest in the field of public health and policy-making

 

TO APPLY

Send resume and cover letter along with answers to the following three questions:

1) What professional or volunteer experience do you have recording and balancing expenses for non-profits? Please provide specific experiences.

2) What experience or skills do you have to provide administrative support for a non-profit?

3) What interests you about the position or Upstream Public Health?

*Note: applicants who do not answer the above questions will not be considered

 

Send above items to Samantha Ross, Samantha@upstreampublichealth.org by Monday, October 20th at 5:00pm.