Administrative Assistant - Community Economic Development



Administrative Assistant - Community Economic Development

Employment Type:

Full time


Roseburg, OR


$13.00/hr with generous benefit package

Application Contact:

Job Description:

The Ford Family Foundation
Career Opportunity Posting         
Administrative Assistant – Community Economic Development
(Roseburg Office)
Purpose and Background
The Administrative Assistant for Community Economic Development (CED) serves as administrative support for the CED department and provides some administrative services to the Ford Institute for Community Building (FICB) department.   These departments are the Vital Rural Communities (VRC) division of The Ford Family Foundation.   The Administrative Assistant reports directly to the Senior Program Officer for CED.
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.
Summary of Essential Functions
·         Coordinates and sets appointments on multiple Outlook calendars for CED program events and meetings, CED Program Officers and internal and external program stakeholders
·         Supports travel arrangements for CED Program Officers and occasionally, VRC Program Associate: planning and lodging, communications and itineraries.  Assists CED visitors and Foundation consultants with travel accommodations as needed
·         Reconciles multiple monthly expense reports for VRC staff members through web-based program
·         Processes mileage reimbursements for FICB working team groups and learning exchange participants as needed
·         Provides Grantee site visit preparation oversight for CED Program Officers due diligence; tracking meeting notes in grants management database
·         Administers contact records and activities in grants management database; ensuring information is current and correct for grantees and contractors
·         Prepares and processes consultant contracts for payment through grants management database
·         On and off-site convening and event assistance including selection of venue, catering, coordination of attendees and audiovisual needs
·         Assists with incoming department calls and inquiries; using independent judgement and professionalism in addressing
·         Participates in preparation of materials for quarterly Board and Committee meetings
·         Provides team meeting support, including agenda development, audiovisual setup and taking minutes
·         Assists Foundation staff with front-line customer service and reception desk coverage when scheduled
·         Participate in support staff meetings and as needed in Foundation-wide special projects and any other tasks and duties as assigned
Required Competencies and Skills

·         Minimum 3 years of administrative support experience
·         High school diploma 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
·         Ability and desire to be proactive in anticipating needs for CED staff
·         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
Candidate Profile
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 50 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.
Organizational Background
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 39 staff members. 
Applications with cover letter and resume due:  June 7, 2018, 5:00pm
The Ford Family Foundation
1600 NW Stewart Parkway
Roseburg, OR, United States
Phone: 541-957-2590

Organization Profile