Purpose and Background
The Administrative Assistant provides administrative support for the Ford Institute for Community Building (FICB). The Administrative Assistant works closely with FICB staff located on site as well as Field staff located throughout rural Oregon and Siskiyou County, California. The FICB department is part of the Vital Rural Communities (VRC) division of The Ford Family Foundation.
This position requires frequent interaction with Foundation stakeholders, participants of Institute programs and outside consultants. The Administrative Assistant reports directly to the Program Associate – Vital Rural Communities.
This position is located at the Foundation headquarters in Roseburg and is required to occasionally travel in-state and work outside normal business hours including a few evenings and weekends. This is an hourly, non-exempt position and hourly wage is $15.00 per hour.
Summary of Essential Functions
• Coordinates on and off-site meetings and convenings including procurement of venue and catering, registration and RSVPs, reminder correspondence and audiovisual needs. Prepares program materials needed for convenings
• Reconciles monthly expense reports for multiple FICB staff through a web-based program
• Coordinates and sets appointments on multiple Outlook calendars for FICB program events and meetings, and for FICB Program staff
• Supports travel arrangements for FICB program staff: planning and lodging, communications and itineraries. Assists FICB visitors and consultants with travel arrangements as needed
• Assists with incoming department calls and inquiries; using independent judgement and professionalism in addressing
• Updates FICB contact records and activities in on-line database; ensuring information is current and correct
• Assists Foundation staff with front-line customer service and reception desk coverage when scheduled
• Participates in support staff meetings and as needed in special projects Foundation wide and any other tasks and duties as assigned
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 a scholarship program supporting students attending college or university and community-based Field Coordinators in Oregon and Siskiyou County, Calif. The Foundation also 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 made annually to charitable organizations in three core counties where the mills were located – Douglas and Coos counties in Oregon, and Siskiyou County, Calif. Currently, the Foundation employs 42 staff members.
Applications with cover letter and resume due: January 21, 2019, 5:00 pm.
Required Competencies and Skills
• Minimum 3 years of administrative support experience
• High school diploma, or GED equivalent, with related work experience required
• Flexibility and adaptability in a role (and on a team) that are dynamic and evolving; willingness and ability to “wear multiple hats” and cheerfully do whatever is needed to help the team. Humility, empathy, self-awareness and a sense of humor beneficial in team environment
• Strong interpersonal and verbal skills; a professional, friendly and respectful communication style; polite in person, on the phone and through email; professional appearance and manner
• Experience with Microsoft Suite: Outlook calendars and email, Word, Excel and PowerPoint; use of OneNote beneficial, comfortable using audiovisual equipment, Web-based meeting experience helpful• Familiarity with network-based computer file management, databases and data management; willingness and aptitude to become proficient with the Foundation’s grants management software; experience with DocuSign helpful
• Ability to plan workflow, prioritize and meet deadlines; acute attention to details and accuracy on tasks with overlapping deadlines
• Sound judgment when performing and planning tasks
• Ability to work effectively with others in a highly collaborative work environment taking direction from the supervisor and supporting others within the organization
• Event planning experience and skills preferred with coordinating all aspects of an event – catering, meals, room set-up and clean-up
The applicant selected for this position will model the community building approach practices and principles in how they conduct themselves within and outside of the workplace. These practices include excellent listening skills, being profoundly inclusive and are 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 and organizational areas.
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 20 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.