Office Manager for Portland Sustainability Institute- Portland, OR. Apply by Feb. 22nd.
Organization: Portland Sustainability Institute
Job Title: Office Manager
Location: Portland, Oregon
Hours and Compensation: Full time, exempt; salary dependent on experience.
Application Deadline: 5 pm, Wednesday, February 22, 2012
Posted on: February 1st
Organization Overview:
Cities everywhere are focused on solutions that create jobs, save resources and improve livability. But the problem isn’t will — it’s coordination. Cities are tackling smaller problems one at a time, and in isolation. As a result, they are missing opportunities to strategically invest in economic and workforce development, community engagement, and livability. What if all of our efforts could work in concert, amplifying our ideas and innovations to a scale equal to the size of the problem?
That’s where we come in.
We are an independent and innovative nonprofit that brings together business and sustainability leaders to incubate partnerships, drive innovation and solve tough problems on a truly metropolitan scale, here and in cities around the world. Through scalable — and replicable — pilot projects, we help transform research into action, promote smart policy and drive targeted investment in new technologies and practices, strengthening our economy and quality of life.
We’re here to help cities create the solutions they urgently need.
Description
The Office Manager’s primary responsibility is ensuring
organizational effectiveness and excellence by managing and
supporting PoSI’s administrative, operational, and communications
functions. This position is the “glue” of the organization and
requires deep institutional knowledge to be most effective.
The Office Manager manages the office, including maintaining the
office, answering the phone, and greeting visitors, and provides
support to the Executive Director regarding scheduling and other
administrative functions, Financial Manager to ensure proper
administration of organizational finances, Board of Directors
regarding meetings and other logistics, Development Director to
support fundraising activities including database management,
Communications Director regarding public relations and
communications activities, and Programs Manager regarding
program related administration and events coordination.
Responsibilities
Administration
• Handle day-to-day operations of the office, including
maintenance of office equipment (copier, printers,
telephones, etc.) and working with vendors. This includes
looking for ways to save the organization money and time
• Serve as office receptionist, including greeting visitors and
managing the phone
• Respond to public inquiries or delegate responsibility to
specific staff members or office volunteers
• Serve as liaison with the Board of Directors, organizing
board meetings, documenting meetings, and facilitating
communication between staff and board.
• Support PoSI-related events
• Provide assistance to the executive director including
drafting letters, setting up meetings, completing expense
reports, creating PowerPoint presentations and doing
research
• Facilitate communication among staff. Responsible for
acknowledging birthdays and anniversaries and board
members’ contributions
• Provide administrative support, including database input,
generation of lists and coordinating mailings
• Establish procedures, implement, and monitor electronic
and paper filing systems. Ensure filing systems are
maintained and current. Ensure security and confidentiality
of data
• Serve as main point of contact for organizational IT,
including managing service contracts with IT contractors,
providing primary trouble-shooting and triage for IT issues,
and delegating IT requests to appropriate
contractors/vendors
Finance + Compliance
• Assist in administration of finances in accordance with
organizational policies
• Work with financial manager to pay bills in a timely manner.
• Assist with deposits
• Administer and track contracts with all independent
contractors and program sponsors
• Assist with grant and contract report compilation to funders
• Maintain compliance with insurance, organizational licenses,
government requirements (i.e. request insurance
certificates, maintain Portland business license and DUNS
number registration, etc.)
Communications
• Provide graphic design support for program and
communications activities as needed
• Maintain PoSI, EcoDistricts Summit and We Build Green
Cities (WBGC) websites and social media activities via
Twitter and Facebook
• Track and publish media stories on PoSI and WBGC
websites and social media
• Provide support to Communications Director (contractor)
and related vendors (graphics, web design) regarding public
relations and development and production of program,
educational, and event promotional materials, and other
collateral
• Support publishing of quarterly eNewsletter and annual
report
• Provide writing, editing, and design support for all external
communication including all publications, training resources,
and promotional materials as needed
Qualifications
• Minimum three years of office management experience
• Confident and poised with the public
• Good phone skills and front office presence
• Excellent computer skills and proficient in Word and Excel
• Assertive with vendors and able to monitor performance
• Well organized, self-motivated, excellent attention to
details
• Ability to manage multiple concurrent projects
• Excellent written and oral communication skills
• Excellent editing skills for content and grammar/spelling
• Excellent clerical skills, including office systems in general,
typing, cost tracking, and basic math
• Event organizing and support experience
• Ability to manage administrative volunteers
• Database experience
• Experience with graphic design preferred including Adobe
InDesign, Photoshop, and Illustrator
• Excellent interpersonal skills and a collaborative style
• A demonstrated commitment to high professional ethical
standards
• Ability to effectively work under tight deadlines and
manage projects independently
• Resourcefulness in solving problems
• Commitment to organization’s mission
How to Apply:
Submit cover letter and resume to [email protected] by 5 p.m.
on Wednesday, February 22, 2012.
1600 SW 4th Ave, Suite 800
Portland, OR 97201
t: 503 922 1661
f: 503 725 9767
www.pdxinstitute.org
[email protected]
