Expanded Learning Administrative Specialist

State of Oregon•Salem, OR

2d•$4,312 - $5,988•Hybrid

About The Position

We are seeking an Expanded Learning Administrative Specialist to join our Office of Teaching, Learning & Assessment (OTLA) team at the Oregon Department of Education. This is a permanent position represented by the Service Employees International Union (SEIU). This position follows a hybrid work model. Onsite presence will be required when business or operational needs are best supported in person, such as collaboration, training, events, and work that requires access to onsite resources. Occasional evening, Saturday meetings, and overnight travel. A driver’s license, an acceptable driving record, a personal vehicle, or an alternative means of transportation are required for this position. 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. What you will do! You will provide administrative support to the Expanded Learning Team and administer guidelines, publications, internal controls, processes, and project monitoring in support of the administration of the State Summer Learning Grant Program, Early Literacy Community Grants, and 21st Century Title IV-B Grants. In addition, this position provides technical assistance to grant recipients, reviews reimbursement requests, supports monitoring processes, and reports submitted by grant recipients for compliance with established rules and policies, and follows up with grant recipients to collect or correct documents as necessary. You will have an opportunity to be part of a collaborative, mission-driven team that is helping build a statewide ecosystem of support for children and families by expanding high-quality learning opportunities beyond the traditional school day and year. You can contribute to this innovative work that combines collaboration, problem-solving, and continuous improvement to strengthen programs that make a lasting impact across Oregon. In addition, you will help coordinate statewide initiatives that bring together educators, community organizations, Tribal governments, state agencies, and national partners to expand learning opportunities for Oregon's children and families. Typical duties include: A typical day includes balancing multiple priorities: coordinating meetings and travel, responding to partner questions, reviewing grant reimbursement requests, tracking project milestones, preparing communications, supporting team operations, and helping ensure statewide grant programs are implemented effectively. No two days are exactly alike, making this an ideal position for someone who enjoys organization, collaboration, continuous improvement, and meaningful public service. Coordinating the day-to-day operations of the Expanded Learning Team, including team administrative systems, meeting and travel logistics, project tracking, and internal processes that support statewide initiatives. Supporting administration of the State Summer Learning Grant Program, Early Literacy Community Grants, and 21st Century Community Learning Centers by monitoring grant activities, reviewing reimbursement requests, tracking program data, and supporting compliance. Serving as a primary point of contact for school districts, community partners, and the public by responding to inquiries, providing technical assistance, coordinating communications, and preparing professional correspondence and resources. Organizing and improving team workflows through project management, data tracking, document management, and process improvements that help the Expanded Learning Team operate efficiently and effectively.

Requirements

Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR An equivalent combination of education and experience.
A driver’s license, an acceptable driving record, a personal vehicle, or an alternative means of transportation are required for this position.

Nice To Haves

Demonstrated experience building and maintaining collaborative working relationships with diverse stakeholders (e.g., colleagues, school districts, community partners, or the public), and providing responsive, high-quality customer service.
Demonstrated experience coordinating projects or programs that require organizing, tracking, analyzing, and summarizing data to support decision-making, reporting, or continuous improvement.
Demonstrated experience independently preparing clear, detailed, accurate, and professional written communication for a variety of audiences.
Demonstrated experience independently managing multiple priorities by organizing workloads, meeting established deadlines, and responding to stakeholders in a timely and accurate manner.
Proficiency using Microsoft 365, Google Workspace, virtual collaboration platforms, and digital filing systems to organize work, manage information, and support team operations.
Demonstrated experience maintaining a high degree of accuracy while managing complex information, reviewing documents for completeness, identifying and correcting errors, and consistently delivering quality work within established timelines.

Responsibilities

Coordinating the day-to-day operations of the Expanded Learning Team, including team administrative systems, meeting and travel logistics, project tracking, and internal processes that support statewide initiatives.
Supporting administration of the State Summer Learning Grant Program, Early Literacy Community Grants, and 21st Century Community Learning Centers by monitoring grant activities, reviewing reimbursement requests, tracking program data, and supporting compliance.
Serving as a primary point of contact for school districts, community partners, and the public by responding to inquiries, providing technical assistance, coordinating communications, and preparing professional correspondence and resources.
Organizing and improving team workflows through project management, data tracking, document management, and process improvements that help the Expanded Learning Team operate efficiently and effectively.