Administrative Assistant – Scholarship Programs
The mission of The Ford Family Foundation is “successful citizens and vital rural communities.” The Foundation is based in Roseburg, Oregon, and works throughout rural Oregon and Siskiyou County, Calif. The Foundation also has an office in Eugene that houses grant-making and scholarship programs focused student access and completion of education beyond high school. The Foundation currently employs 45 staff members, including community-based Field Coordinators, and provides grants and other assistance to communities and organizations. Focus areas include children, education, arts, community building and economic vitality.
The Foundation was created in 1957 by the late Kenneth W. Ford, founder of Roseburg Forest Products Co., and Hallie E. Ford. Grants were originally made annually to charitable organizations in three core counties where the mills were located – Douglas and Coos counties in Oregon, and Siskiyou County, Calif.
Job Purpose and Background
The Administrative Assistant - Scholarship Programs is part of the Postsecondary Success Department and reports to the Scholarship Programs Manager who is responsible for coordinating and supporting the operations, information management and policies of the scholarship programs. The department carries out the Foundation’s postsecondary success initiatives, the largest of which are the scholarship programs. These initiatives focus on students with barriers accessing and completing educational opportunities beyond high school, and their transition to the world of work post-graduation.
The Administrative Assistant serves as a key member of the scholarship administrative support team, with the primary responsibilities of working with the Scholarship Programs Manager to ensure the accuracy of data collected, development of reports and coordination of the information needs of the office while also providing friendly, front-line customer service in a fast-paced work environment. The position has significant interaction with the public, scholarship applicants and current scholars, working in close collaboration with another member of the administrative team. The position also plays a significant role in the collective success of other program elements such as scholarship selection and awarding, conferences and events, and student and alumni supports.
The Administrative Assistant position is located at the Foundation’s office in Eugene and is required to occasionally travel in-state and work outside normal business hours, including evenings and weekends. This is an hourly, non-exempt position and compensation is $15.00 per hour. A generous benefit package is offered by the Foundation which includes paid time off, holidays, health and dental insurance choices, retirement and more. Applications with cover letter and resume are due: Tuesday, May 28, 2019, 5:00 pm.
Summary of Essential Functions
• Provides front-line customer service and front desk management; initiates and responds to high volume of telephone calls and emails; processes incoming and outgoing mail and packages; provides oversight of office supply inventory and accomplishes errands
• Assists with maintaining Outlook calendar for Scholarship office
• Updates student information in scholarship database; assists with data retrieval, seasonal communications, and processing grades and academic letters as needed
• Supports content creation and maintenance on social media platforms
• Reconciles monthly expense reports for multiple staff through a web-based program
• Supports program outreach activities and scholarship selection/awarding processes
• Serves as a key team member for scholarship events (e.g., developing materials; setup, check-in, attendee and speaker support, clean up; post-event tracking of metrics and evaluations, etc.)
• Participates in a variety of program-related meetings; occasional special Foundation-wide projects
Required Competencies and Skills
• Minimum 1-3 years of experience providing support in a fast-paced, multi-tasked, collaborative, deadline-oriented environment
• At minimum, two years of higher education with related work experience required
• Strong organizational skills with an acute attention to detail, priority and accuracy for tasks with overlapping deadlines; creative problem solving and critical thinking
• Team player with a “can do” approach; ability to work in a highly collaborative work environment and self-motivated to take initiative
• Demonstrated strong interpersonal and verbal skills; a professional and respectful communication style; polite in person, on the phone and through email; professional appearance and manner
• Event coordinating skills – catering, meals, room set-up and clean-up and audio-visual needs, etc.
• Experience with current office technologies (e.g., Microsoft Office Suite, Adobe Pro and other Creative Suites products, audiovisual equipment, WebEx, etc.)
• Familiarity with electronic file management, databases and data management; willingness and aptitude to become proficient with Salesforce
• Strong understanding of current web tools and social networking platforms
• Sound judgment when performing and planning tasks
• Bilingual in English/Spanish beneficial
The applicant selected for this position will model foundation-wide practices and principles in how they conduct themselves while representing the Foundation within and outside of the workplace. These practices include excellent listening skills, being profoundly inclusive and relationship driven. This position requires exceptional organizational and communication skills, attention to detail, teamwork and collaboration, ability to manage multiple priorities, comfort working in an adaptive and fast-paced work environment and the ability to be flexible and adjust quickly to new tasks and assignments while supporting multiple people. Kindness and a sense of humor are a must.
Physical Demands of Job Duties and Work Environment
The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. This position is very active and requires standing, walking, bending, keyboarding, kneeling, stooping, and reaching. The employee would rarely lift or move items over 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. While performing duties of this job, the employee is exposed to a normal office type environment with some exposure to the outside environment. This position is rarely exposed to dust, odors, water, fumes and noise. Work is performed in a safety-conscious manner at all times. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.