Part-Time Office Administrator
About The Position
Stillwater Sciences seeks a highly accountable, organized Office Administrator to coordinate day-to-day operations in our 12-person office, located in Portland. This position is part-time (20 hours/week), requiring 5 days/week in office from 10am-2:30pm each day . A successful Office Administrator should find enjoyment and connection in working with an academically minded group of scientists who are passionate about what they do. The ideal candidate will: Be highly effective at managing multiple priorities and deadlines, and pivot seamlessly when priorities change. Successfully collaborate with colleagues across Stillwater offices and project teams. Have impeccable attention to detail. Be highly self-motivated, take initiative on projects, and demonstrate detailed follow-through on all tasks, including proactive assistance to colleagues of all levels. Bring problem-solving skills and a positive attitude to all tasks. Demonstrate awareness of team needs by actively participating in staff and other meetings, building relationships with staff, and adjusting priorities accordingly. Have exceptional time management and organizational skills. Demonstrate strong interpersonal communication skills, both verbal and written. Professionally interact with all levels of staff, clients, and vendors. Apply lessons learned to future tasks and challenges. Be willing to and adept at learning new software and tools. Have personal integrity and judgment, especially when working with confidential information. Always prioritize safety.
Requirements
- High school diploma or equivalent work experience (Bachelor's degree preferred).
- Experience in a similar role (ideally 2+ years).
- Advanced Microsoft Office Suite (Word, Excel, PowerPoint, Teams and Outlook) skills and experience with Adobe Acrobat.
- A clean driving record and active driver’s license or ability to get a driver’s license, ability to use personal vehicle for business errands (mileage reimbursed).
- Able to remain in a stationary position more than 50% of the time.
- Able to move equipment weighing up to 25 pounds, with reasonable accommodation.
Nice To Haves
- Experience at an environmental organization/consulting firm is a plus.
Responsibilities
- Provide general office support: greet visitors, answer and direct inquiries, coordinate shipping/mailings, run business-related errands using personal vehicle, provide meeting support (scheduling, agenda preparation, notes), and work collaboratively with IT staff to ensure shared IT resources (printers, conference room A/V) are functioning.
- Provide project support including travel arrangements and rental car pick-ups, prepare safety plans and logistics forms.
- Manage common areas (kitchen, conference room, storage room, etc.) including purchasing and keeping inventory of office supplies and field equipment.
- Manage office morale events and budget including planning and coordinating work gatherings, office lunches, holiday parties, etc.
- Coordinate upcoming office improvements with property manager, contractors, and staff.
- Provide support with invoicing and billing for company expenses (hotels/travel), credit card reconciliation, and expense reporting.
- Work collaboratively with staff, including Office Administrators from other offices, and provide back-up support and assist offices without on-site Office Administrators.
- Execute safety procedures and protocols in case of emergencies for staff in the field and in the office.
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
11-50 employees
