Employment Opportunities

Jewish Family & Child Service is an organization that has served the Portland community since 1947.  Our mission and policies are based on Jewish ethics and values.  We believe in placing the client first by responding to his or her social service needs and educating the community about those needs.  Our history began with grass roots organizations, such as Settlement House and the Jewish Welfare Society.  Today our outstanding reputation for providing quality care is a credit to the agency’s employees and volunteers.  We welcome the opportunity to have you as part of our team.

 

Job Title:   Administrative Services Coordinator

Program/Department:  Admin/Development

Job Location:  Portland, OR

Supervisor:  Deputy Director

Date Prepared/Updated 02/7/2020

Classification: 1.0 FTE (37.5 hours per week), Hourly, Non-Exempt

 

Mission:  Improve the quality of life and self-sufficiency of the Jewish and broader communities throughout the Portland metro area in accordance with Jewish values.

 

Purpose of the Position: To provide administrative support in all client and management functions including management of administrative, development and client support tasks for programs where related to business, communication  and event functions, specifically database, billing, mailings, reporting, administration of the telephone system, mobile devices, and act as agency resource for other technology training and management including HER, Donor Perfect databases, office facilities and equipment. To manage office supplies, including inventory maintenance, ordering, monitoring supply budgets and related.  Primary Job Function: Administrative; Secondary Job Function:  Development.

Qualifications:

  1. Associates Degree or equivalent, preferably from an accredited business school, college or university. A minimum of 3 – 5 years administrative, data management and client support experience are required preferably in non-profit organization.  Two years of experience may substitute for Associates Degree.  Direct, relevant experience in a development and administrative support needed. Appropriate professional development training may substitute for meeting some portion of the experience requirement.
  2. Communication:  Excellent telephone, verbal and written communication skills, grammar and spelling ability. Warmth, diplomacy and sound judgment in interpersonal interactions and written communications expected.
    1. Ability to interact effectively with community leaders, board members, corporate managers, prospects and donors.
    2. Ability to maintain confidential information both donor and client.
    3. Thorough knowledge of principles and techniques of business correspondence.
    4. Thorough knowledge of the principles and techniques of business correspondence.
    5. Greet clients & visitors, answer and direct phone calls, collect client payments, distribute mail, and monitor office supplies as shared responsibilities with the xxx
  3. Database Management:  Keying and other basic computer skills using various Microsoft applications (including Word, Outlook & Excel) and other software including but not limited to internet and databases are required as is familiarity with HIPAA requirements.  Primary direct service staff contact for EHR training and low-level database admin functions
    1. Advanced Microsoft Office software (Word, Excel, PowerPoint) skills, electronic document management and calendar management.
    2. Experience with or ability to learn Donor Perfect and Welligent database within 30 days and Publisher, WordPress a plus, but not required.

  1. A basic understanding of mission and of issues relating to poverty, aging and living with disabilities, as well as a working knowledge of community supports available to aging, disabled and low-income individuals and families is requested.
  2. Organizational Skills: Meticulous attention-to-detail, initiative and problem-solving ability.
    1. Ability to execute an array of complex administrative tasks, set priorities and complete work on time.
    2. Temperament to work independently, as well as collaborate, to meet deadlines.
    3. Skill in coordinating meetings and small social events with finesse and attention to detail.
    4. Flexibility and the willingness to work in a nimble, ever-changing environment.
    5. Coordinate and set up internal and external meetings, including agenda preparation and materials, making travel and hotel arrangements, preparing logistics (conference room, conference call-in and catering details), and taking notes;
    6. Manage all administrative functions, including ordering supplies, mail management and office equipment maintenance and management.

Core Competencies:

Strong customer service and communication skills, accuracy, professionalism, initiative, organizational skills, detail oriented, collaborative, adaptable, excellent problem solving skills, cultural competency, discretion, confidentiality and dependability, ability to manage multiple priorities.

Working Conditions:

  • Most work is conducted in an office environment with moderate to extensive phone use
  • Position requires sitting at a desk for up to 8 hours per day with minimal movement throughout the office
  • Work is occasionally conducted in the community and as such requires occasional walking, standing, driving, and/or use public transportation
  • Extensive use of computer, video terminal, and keyboarding; use of hands for repetitive grasping, pushing and pulling, fine manipulation
  • Will occasionally bend, squat, climb
  • Work is light in nature, lifting maximum of 30 lbs
  • Occasional lifting and/or carrying of objects weighing up to 30 lbs
  • Building and office are wheelchair accessible
  • May need to be available for flexible hours based on needs of the job