Administrative Specialist (Multiple Positions!)
About The Position
We are seeking multiple Administrative Specialists to join our Office of Enhancing Student Opportunities at the Oregon Department of Education. These are permanent positions represented by the Service Employees International Union (SEIU). These positions follow a hybrid work model. Onsite presence will be required when business or operational needs are best supported in person, such as collaboration, training, or work that requires access to onsite resources. Employees approved to work remotely must have a reliable and secure internet connection and maintain a professional work environment that supports productivity. While working remotely, employees are expected to maintain the same level of performance, responsiveness, communication, and availability as they would in the office.
Requirements
- Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; OR
- An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data; OR
- An equivalent combination of education and experience.
Nice To Haves
- Experience providing executive or leadership-level administrative support, including calendar management, scheduling, coordination of competing priorities, and communication support.
- Experience coordinating and supporting formal meetings for councils, boards, committees, leadership teams, advisories, or similar groups, including agenda preparation, meeting logistics, minute-taking, and follow-up tracking.
- Experience working in a government, educational, nonprofit, healthcare, or other highly regulated environment requiring adherence to policies, procedures, confidentiality requirements, and multiple stakeholder relationships.
- Experience processing travel, purchasing, reimbursements, or other administrative transactions using established fiscal and operational procedures.
- Advanced proficiency with Microsoft Outlook, Teams, Word, Excel, Smartsheet and SharePoint for scheduling, communication, document management, and meeting coordination.
- Demonstrated ability to independently organize work, adapt to changing priorities, maintain positive working relationships, and contribute to a highly collaborative team environment while supporting multiple staff and programs simultaneously.
Responsibilities
- Serves as the primary administrative support for the Inclusive Services team by coordinating schedules, managing communications, organizing meetings and events, maintaining records, preparing and distributing materials, recording meeting minutes, arranging travel, supporting purchasing and reimbursement processes, and facilitating communication among staff, partners, and stakeholders.
- Provides administrative and logistical support for the State Interagency Coordinating Council (SICC), Early Intervention/Early Childhood Special Education (EI/ECSE), Regional Inclusive Services (RIS), program director meetings, leadership teams, advisories, and other statewide coordination activities.
- Coordinates meeting logistics, maintains documentation, provides technical meeting support, tracks follow-up actions, and ensures the timely completion of administrative processes.
- Provides key administrative, logistical, and project support to the Office of Enhancing Student Opportunities (OESO) to implement Oregon’s System of General Supervision.
- Focuses on coordinating and supporting activities that improve educational outcomes for students with disabilities by facilitating high-quality technical assistance, professional development, and compliance-related improvement work with local education agencies and partners across Oregon.
- Executive and Administrative Support
- Meeting, Council, and Leadership Team Coordination
- Travel, Purchasing, and Operational Support
- Communication and Team Support
Benefits
- The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect an additional 6.95%.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
