Administrative Specialist - Douglas ESD

Douglas Education Service District•Roseburg, OR

1d•Onsite

About The Position

Douglas ESD is accepting applications for the position of Administrative Specialist for our Education Services department. This position is 230 days per year, 5 days per week, 8 hours per day to begin immediately. This position will provide administrative support and project management to the Education Services department.

Requirements

High school diploma or equivalent required.
Experience with project management practices required.

Nice To Haves

Experience working in a dynamic office environment is preferred.
Knowledge of basic desktop design programs for posters, newsletters, and presentations—including Canva.
Basic knowledge of using data for program guidance and decision making.

Responsibilities

Provide high quality and timely administrative and customer service to external partners and internal departments as representatives of the department.
Understand all programs and represent the programs' goals and structures, while proactively identifying points of efficiency and connection throughout the organization.
Interface with all Douglas ESD programs to identify trends and areas of alignment between programs.
Manage complex and dynamic projects, prioritize workload, communicate effectively, and complete assigned tasks on time and complete.
Manage the process flow of contracts, invoicing, and budgeting with accuracy and efficiency.
Manage meetings from setting and calendaring dates, securing meeting space, ensuring access to presentation tools, coordinating food/beverage, coordinating and communicating special guests, printing and distribution of meeting materials, supporting meeting attendees, problem-solving, and meeting clean-up and follow-up.
Assist in developing an organization-wide Professional Development structure to include calendar, outreach, attendee rosters, reminders, and continuing education documentation.
Maintain Outlook calendars, ensuring pertinent and complete information and overall accuracy.
Serve as the point of contact for staff to assist in accessing and publishing on the shared calendar.
Create professional documents that are clear, accurate, and without error.
Provide ongoing technical assistance by phone and in person for department staff in following processes and procedures throughout the organization.
Be consistently available to department staff, prioritize needs, delegate when appropriate.
Serve as backup support for answering phones and in person queries for the front office receptionist as needed.
Other duties as assigned.