Administrative Specialist

Status: Full time, non-exempt, 40 hours per week

Compensation: $30 per hour / $62,400.00 per year

Benefits: Employer-paid health, vision, and dental insurance; life and long-term disability insurance; 401K employer contributions; 232 hours of flexible leave and 120 hours of sick leave, both prorated according to date of hire related to July 1st; 11 paid holidays; and cell phone and hybrid work stipends.

Supervisory responsibilities: None

Union representation: This position is represented by ILWU Local 5. The compensation, benefits, and conditions of work for this position are collectively bargained.

Equity

Neighborhood Partnerships (NP) is a mission-driven organization committed to equity and inclusion. New hires participate in equity specific onboarding training, and all staff participate in ongoing professional and personal development related to equity and inclusion. Please read our Racial Equity Statement.

About Neighborhood Partnerships

NP works to advance housing and economic justice through several initiatives, coalitions, and projects. These include the Oregon Housing Alliance, which works to advance housing opportunity in Oregon; the Oregon Individual Development Account (IDA) Initiative, which funds matched savings accounts for Oregonians with low incomes to save for an education, home, small business, or other investment; and the Oregon Economic Justice Roundtable (OEJR), which convenes a shared table of advocates, nonprofits, and funders to advance action for racial and sustained economic justice. We dedicate time and resources at every level of the organization to address disparities based on identity and to apply an equity lens to all decisions, programs, and policies.

About this position

The Administrative Assistant will be working across the organization, supporting the Organizational Director and the IDA Team, and providing administrative support for organizational needs such as fundraising and events. You will work with multiple project leads. Alongside all staff, you will engage in the ongoing work of prioritizing racial equity in all of our work and across our network of partners. This position will be engaging for you if you enjoy connecting with others, in person, by phone, Zoom, or email; are skilled at managing the details and follow-through; and are able to take the initiative on projects you are assigned.

Neighborhood Partnerships works with advocacy and service organizations statewide, both with the Housing Alliance and the IDA Initiative. Convening meetings, trainings, and events are a central part of how our work gets done. Planning and supporting gatherings virtually and in person are a key element of this position. All areas of this job will be facilitated by strong organizational skills, and competence keeping track of details, managing schedules, and meeting deadlines.

Responsibilities & Essential Job Functions

NP Organizational Administrative Support (80%)

• Ensure donations, grants, and membership dues are recorded in our CRM, and acknowledgement letters are completed in coordination with other team members.
• In collaboration with NP’s Communications Manager, maintain up-to-date website content for NP’s multiple websites.
• Support the NP Board of Directors by maintaining board member data, scheduling meetings, taking notes, and organizing any relevant documents.
• Provide event coordination for programs or NP office events, including reserving venues and ordering catering.
• Receive and process the NP mail a minimum of two times per week.
• Maintain appropriate level of office supplies and printed materials. Be the staff point of contact for facility needs; being in contact with property management; and support coordinating equipment for staff working remotely.
• Support hiring process by, processing applications, communicating with candidates, and scheduling interviews, etc.
• Provide various administrative requirements for the RE:Conference.
• Copy edit organizational communications
• Respond to program referral requests from the public.
• Provide occasional administrative support to programs and coalitions as requested.

Organizational Director Support (10%) Assist with time management by scheduling meetings and sending calendar invites and virtual links.

• Provide administrative support including reimbursement requests, credit card expense forms, timesheet, arrange travel and conference registration and logistics.
• Respond to phone and email messages that do not require the OD’s direct involvement.

NP Organizational Responsibilities (10%)

• Support ongoing work to integrate anti-racist practices and structures into all aspects of NP’s operations and programs. Contribute to the development of and hold yourself and others accountable to NP’s equity goals and organizational agreements.
• Participate in shared support roles for staff meetings, the biennial two-day RE: Conference, and other organizational projects.
• Occasionally assist with hiring and onboarding of new NP employees.

Core Competencies & Experience

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 The ideal candidate has proven:

• Comfortable working with a variety of people, in person, by phone, or virtually, over email: strong oral, written, and interpersonal communication skills
• Show interest and energy for working with diverse staff, partners, organizations and communities, to constantly learn and grow from what others bring to the conversation, to maintain space for all voices and bring your own to the conversation. Willingness to navigate and respect a diversity of backgrounds, perspectives, personalities, and communication styles
• Excellent Microsoft Office skills, including Outlook, Excel, Word, and PowerPoint
• Experience with Salesforce or other client management software
• Experience with communication tools like Mailchimp or Constant Contact
• Experience with WordPress or similar website content management system
• Proofreading/copy editing
• Experience with/understanding of data privacy practices

Desired Competencies

• Experience with Acrobat Pro, Google office tools and wikis
• Experience coordinating logistics for events and meetings
• Bilingual, bicultural experience

Application Instructions

This position is open until filled. We will begin reviewing resumes on 3/17/25. Please submit your resume and cover letter through this form. In your cover letter, please respond to the following questions:

1. Neighborhood Partnerships has a commitment to building a more equitable Oregon. What does equity and inclusion mean to you?
2. At this moment in your life, what has contributed to your readiness for this position? And what are you hoping to gain as you move forward on your journey?

Other information

• Background check: Due to fiduciary responsibilities of our work managing grant monies, a post-offer criminal background check is required.
• Location: This position is based in Portland, but staff currently work full-time from home. NP provides supplies and resources to accommodate home office needs. NP is transitioning to a hybrid work model, where some in-office time will be necessary to support training and collaboration.
• Residency: This position is required to live in Oregon or Southwest Washington by their start date. Support for relocation costs may be included in an offer for candidates who live out-of-state.
• Travel: This position will include some local and in-state travel. Out-of-state travel possible for conferences and training.
• Schedule: This position is based on 40 hours per week, which is negotiable. NP offers some flexibility for how those hours are scheduled. This position may require working overtime, paid at time-and-a-half, on some occasions in the form of long days or overnight travel, depending on business demands. Staff must have the ability to provide flexibility in this area, provided they are given plenty of advance notice of when these hours will occur.
• Physical abilities: The position requires physical abilities related to working in a typical office environment and communicating with people internally and externally, and meeting in various locations throughout the state of Oregon. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily without posing a direct threat to the safety or health of employees or others. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

NP is an Equal Opportunity Employer and encourages applications from people of color, LGBTQIA+ people, women, and people with disabilities. The Board and staff believe they can meet the organization’s mission only with a diverse Board and staff who cultivate a culture of equity and inclusion.