Administrative Coordinator - Govt Relations & Education Policy

Oregon Education Association • Portland, OR

48d • $53,045 - $67,701 • Hybrid

About The Position

The Oregon Education Association (OEA) is seeking an Administrative Coordinator to provide coordination and complex administrative support for its Government Relations and Education Policy team. This team focuses on government relations, communications, policy implementation, professional learning, and public affairs. The role specializes in government relations and education policy but also frequently backs up the other Associate Staff position in equity and communications work, with the need to pivot varying by season. Events and projects are centered around state agencies, elected officials, media outlets, legislative affairs, professional learning, campaigns and elections, social media, and communications materials distribution. The position also has significant responsibilities in data management, calendar coordination, and department reporting.

Requirements

• High school diploma or equivalent including high school commercial courses or post high school business curriculum.
• Minimum 2 years of experience providing executive support including managing multiple calendars and coordinating between organizational departments.
• 2-4 years of experience in project coordination, event planning, and complex administrative support.
• Proficient in Microsoft 365 including Excel, Word, and Teams; experience performing VLOOKUPs and/or XLOOKUPs and using pivot tables to filter and sort large amounts of electronic data.
• 1-2 years of experience supporting political campaigns.
• Excellent time management, calendar and scheduling, and data management skills.
• Experience working with databases and comfortable learning new programs and computer systems.
• Able to type minimum of 55 WPM.
• Competency in grammar, punctuation, and editing.
• Excellent attention to detail with high level of accuracy.
• Experience using copy, print, and scanning machines, phone, and other common office equipment.
• Able to work independently and as a team player.
• Able to consistently meet established deadlines.
• Adept at balancing multiple priorities from multiple sources, communicating about potential conflicts and limitations, and advising on possible solutions.
• Able to work in a self-directed and efficient manner, maintaining a professional demeanor under pressure.
• Demonstrate a professional and collaborative attitude toward members and staff.
• Able to maintain confidential information.

Nice To Haves

• College degree or certificate in business administration, political science, communications, social sciences, or another related field preferred.
• Writing for publication.
• Familiarity with EveryAction, NGP Voter Activation Network (VAN), Oregon legislative website, BillTracker, SalesForce-based CRM, or other comparable software preferred.
• Familiarity with Adobe products and graphic design tools preferred.
• Non-profit and/or union experience preferred.

Responsibilities

• Support and advance the OEA mission, vision, and values.
• Contribute to, support, and actively engage in the organization’s commitment to create and maintain a diverse, equitable, and inclusive workplace.
• Build and maintain department calendar for pertinent events of Oregon legislature, Department of Education, other state agencies, Education Advancement Council, Teachers Standards and Practice Commission, interim task forces, and other entities.
• Organize and manage logistics for several member-oriented government relations and political events per year including lobby days, biennial endorsement convention, canvasses, phone banks, and trainings.
• Build and update calendar of legislator, congressional, and state agency town halls and engagement opportunities.
• Pull, prepare, and distribute member reports used by other staff to recruit for government relations activities.
• Prepare quarterly Lobbying Expenditure Reports for State of Oregon Government Ethics Commission.
• Lead and coordinate timely submission of campaign finance and lobbying reports.
• Understand and communicate OEA legislative policy and political positions, in person, on the phone, and via email correspondence.
• Coordinate OEA PAC endorsement process for candidates and issues.
• Deliver phone and email reminders to members for political events and actions.
• Draft, submit for Director’s approval as needed, and distribute calendars, agendas, meeting minutes, governing documents, and meeting materials for specifically assigned member committees relevant to government relations and education policy.
• Build and maintain annual list of OEA New Business items and the staff assigned to them.
• Maintain rosters of all PAPE member committees, cabinets, task forces, and vacancies.
• Track all PAPE member governance charges, roles, and responsibilities; maintain calendar of when decisions must be made to support Director and department in setting meetings at the correct cadence within OEA organizational structure.
• Track and update member participation data in NEA360, IMS, VAN, and EveryAction.
• Cross-train on responsibilities of the other Associate Staff position in PAPE.
• Arrange ADA accessibility and language accessibility for OEA members and department staff for meetings and events as needed and requested.
• Coordinate travel arrangements including hotels, transportation, and registration for department staff as needed.
• In collaboration with the other Associate Staff position in PAPE, build and maintain department calendar for each fiscal/school year.
• Coordinate schedules and calendars for Director and other department staff as needed or assigned.
• Maintain and monitor department filing systems, naming conventions, and documentation.
• Enter and maintain government relations and education policy data in all relevant OEA data systems; pull, prepare, and distribute standard and custom reports.
• Order and distribute PAPE print jobs.
• Monitor, respond as appropriate, and distribute to department staff as needed: all emails coming to general PAPE email accounts including OEA Web Admin, OEA PAC, and endorsements.
• When receiving a research question, find pertinent data and create a report on findings.
• Other duties as assigned by department Director or designee.

Benefits

• Fully paid medical, dental, and vision benefits for the employee and qualified dependents
• Significant paid time off and holidays
• Employer contribution to 401k upon meeting eligibility
• Pension after meeting the 5-year vesting requirements

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED