Early Learning Systems Administrator

Neighborhood House•Portland, OR

1d•$21 - $21•Hybrid

About The Position

The Early Learning Systems Administrator manages all administrative, clerical, scheduling, and data management functions for OCCA/CCIP. This position provides full operational support to the Manager, Associate Director, and Network Coaches. Work is primarily performed in an office and virtual environment with frequent computer use. This role may require occasional evening or weekend hours to support events and trainings.

Requirements

Demonstrated administrative and clerical experience, including scheduling and meeting support.
Experience maintaining spreadsheets and databases with strong attention to detail and confidentiality.
Strong written and verbal communication skills; ability to coordinate with multiple stakeholders.
Comfort using common office technology and collaboration tools (e.g., Microsoft Office/Google Workspace, Zoom).
Ability to organize multiple priorities, meet deadlines, and work both independently and as part of a team.
Skilled in organizing digital files, maintaining accurate records, and following documentation processes.
Ability to compile, reconcile, and summarize data for reporting purposes.
Strong customer service orientation and ability to communicate clearly with providers, partners, and the public.
Ability to troubleshoot basic technology issues and provide virtual meeting support.
Ability to maintain a high level of professionalism, discretion, and cultural responsiveness.
2 years of progressively responsible administrative/operations support experience that includes most of the following: calendar management + meeting coordination/minutes, maintaining spreadsheets/databases and accurate records, customer service / member or client support, supporting events/trainings and handling basic purchasing/invoices, various virtual meeting support.

Nice To Haves

Associate’s or Bachelor’s in business, education, public administration, or related field
3+ years admin/coordination experience
Experience in early learning, nonprofits, membership organizations, or vendor/translation coordination
Experience with CRM/CMS/website updates (e.g., WordPress) and simple reporting

Responsibilities

Manage team calendars, schedule meetings, and coordinate communication logistics.
Prepare meeting agendas, take minutes, and maintain digital files.
Support production of handouts, marketing materials, and recruitment content.
Coordinate translation workflows with external vendors.
Process and track membership applications accurately and in a timely manner.
Maintain member records and documentation; support compliance with program requirements.
Respond to member inquiries and route requests to the team member as needed.
Maintain records, spreadsheets, and provider databases.
Track member applications, agreements, contracts, event attendance, and coaching logs.
Generate summary reports for internal and funder use; support basic data quality checks.
Organize materials and provide on-site/virtual support for trainings, classes, and events.
Manage small purchasing, invoices, reimbursements, and supply coordination in alignment with established procedures.
Provide Zoom and virtual event technical assistance (e.g., scheduling, participant support, basic troubleshooting).
Assist with basic website updates and post-event uploads.
Support social media posting logistics and maintain consistent file organization for communications assets.
Additional responsibilities as assigned by supervisor.