Administrative Assistant PT
About The Position
The Administrative Assistant provides essential operational support to the Executive Director, Development Director, and HR and Finance functions at CALC. This position ensures smooth day-to-day administrative operations by coordinating communications, supporting fundraising activities, supporting human resource responsibilities, assisting with financial documentation and filing, and helping maintain organized systems across the organization. This role is well suited for someone who is organized, detail-oriented, confident in working independently, and committed to supporting social justice work through strong administrative coordination.
Requirements
- High School diploma or equivalent required.
- At least 2 years of administrative, office support, nonprofit, or related experience.
- Strong organizational and time-management skills.
- Excellent written and verbal communication.
- Proficiency with Microsoft Office or Google Workspace.
- Ability to maintain confidential information.
- Strong attention to detail and follow-through.
- Ability to work independently and prioritize tasks.
- Ability to lift and carry materials up to 25 pounds (mail boxes, event supplies).
- Seeing (reading documents/computer use) - Regularly (67-100%)
- Hearing (phone and in-person communication) - Frequently (34-66%)
- Speaking (in-person and phone communication) - Frequently (34-66%)
- Standing/Walking - Occasionally (12-33%)
- Climbing/Stooping/Kneeling/Bending - Rarely (0-12%)
- Lifting up to 25 lbs - Occasionally (12-33%)
- Pulling/Pushing/Reaching - Occasionally (12-33%)
- Fingering/Grasping/Typing - Regularly (67-100%)
Nice To Haves
- Experience working in nonprofit organizations.
- Familiarity with donor databases or CRM systems.
- Experience supporting fundraising or community events.
- Interest in social justice, community organizing, or advocacy work.
- Bilingual or multilingual skills are a plus.
Responsibilities
- Monitor and respond to general organizational email accounts and phone messages. Route inquiries to appropriate staff.
- Manage incoming and outgoing mail, by checking both the P.O. box in Eugene and the 530 C St Mailbox, each weekly.
- Maintain organized digital and physical filing systems.
- Assist with scheduling meetings, preparing meeting materials, and coordinating logistics.
- Support payroll and HR activities.
- Provide general administrative support to the Executive Director and Development Director.
- Make donation bank deposits in coordination with the Development coordinator.
- Support finance processes by collecting receipts, invoices, documentation from staff.
- Assist with organizing and filing financial records.
- Process payments by completing online bill payments and preparing check payments for invoices, ensuring all transactions are handled promptly and recorded properly.
- Coordinate with staff to ensure documentation needed for bookkeeping and reporting is submitted in a timely manner.
- Maintain organized records for grants, donations, and program expenses as directed.
- Help maintain office supplies and basic office operations.
- Assist with simple document formatting, copying, and printing.
- Support staff coordination across programs when administrative needs arise.
- Perform other administrative duties as needed to support organizational operations.
Benefits
- Pay equity in accordance with the Oregon Pay Equity Act.
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
High school or GED
