Regional Office Associate (Bend)

Oregon Community Foundation•Bend, OR

4d•Onsite

About The Position

The Regional Office Associate manages operations for the Bend regional office, supporting staff in the Philanthropic Services and Community Engagement and Equity departments. The Associate leads regional event planning and supports multi-departmental events and projects, as well as seasonal and special projects best carried out in a regional office. In partnership with the Regional Director, the Associate helps build and sustain a strong office culture and advances the region’s work with prospects, donors, nonprofits, volunteers, and legal and financial advisors. The role maintains local office operations in coordination with statewide teams, including reception, guest services, office safety and security, supplies, technology, facilities, and landlord and vendor relationships. It coordinates Leadership Council meetings and regional events, and provides team coordination and administrative support across departments. Administrative work includes scheduling and travel, meeting and event preparation, constituent and donor communications, database and CRM data management, reports and lists, document proofreading, gift tracking, and support for grant advisory and scholarship selection committees. The position is regular, full-time, and non-exempt. It is based in Bend, Oregon, with occasional travel. The hiring range is $33.00–$38.00 per hour, depending on experience.

Requirements

Five years of progressively responsible experience in operations, administration, and event planning.
Two years of experience using constituent management software.
Ability to gather and extract data to produce reports.
Two years of customer service experience and a strong customer-oriented approach, with the ability to provide responsive, courteous service to internal and external constituents.
Bachelor’s degree, or equivalent experience in lieu of a degree.
Strong knowledge of administrative procedures, including familiarity with budgets and finance procedures.
Proficiency with MS Windows, Outlook, Excel, Word, PowerPoint, Publisher, and the Internet.
Exceptional organizational skills; attention to detail, process, and accuracy.
Strong relationship- and rapport-building skills and the ability to navigate challenging situations and conversations with stakeholders.
Ability to work collaboratively, manage time effectively, prioritize conflicting needs, shift priorities, meet strict deadlines, and follow projects through to completion.
Good analytical and critical-thinking skills, including the ability to communicate situations and offer alternatives.
Initiative, creativity, and ability to work independently, identify process improvements, and solve problems.
Ability to facilitate or co-facilitate meetings with experienced staff and build knowledge across departments and audiences.
Ability to maintain confidentiality and exercise sound discretion and judgment.
Excellent oral and written communication skills.
Comfort and competence interacting with the public, serving as a resource to donors and other audiences, answering questions, and routing inquiries appropriately.
Cultural agility to work effectively with diverse people, teams, and communities, and demonstrated commitment to equity, diversity, and inclusion.
Valid driver’s license and personal vehicle for regular use to perform job duties; ability to travel on occasion.

Nice To Haves

Volunteer management experience.

Responsibilities

Coordinate local regional office operations with OCF statewide, including reception, welcoming guests, answering phones, processing mail, safety and security, public spaces, contribution checks and legal documents, technology, supplies, and publications inventory.
Manage conference room scheduling and guest services for internal meetings and outside groups; coordinate janitorial needs and provide direction to janitorial staff as needed.
Serve as the primary contact with the landlord and coordinate facility services, maintenance, security, parking, signage, landscaping, repairs, remodeling, and moving projects with the Portland Operations/IT Team.
Provide on-site assistance to Operations/IT Team members and participate occasionally in team meetings to share and learn best practices.
Coordinate regional Leadership Council meetings with the Regional Director and Program Officer, including venues, vendors, materials, scheduling, member communications and recruitment, meeting documentation, and payment coordination.
Execute regional cross-departmental and department-specific events with OCF event and program staff, handling venues, vendors, payments, travel, RSVPs, materials, on-site support, and follow-up.
Manage and monitor annual event planning, schedules, timelines, invitations, and relationships and contact lists for event vendors.
Support events involving prospects, donors, and professional advisors, working with event leads or independently as needed.
Partner with the Regional Director on team meetings, celebrations, and acknowledgements; plan, lead, or co-lead meetings.
Work with administrative colleagues to support statewide goals and workflows, and provide meeting support for internal meetings, committees, retreats, and department or branch meetings.
Provide administrative support to staff in Community Engagement and Equity and Philanthropic Services, including research, scheduling, travel, meeting preparation, materials, documentation, communications, prospect and stewardship activities, mailings, and events.
Participate in special projects and collaborate with administrative staff; contribute to the OCF strategic plan, particularly regional and departmental goals.
Enter, maintain, extract, and interpret database information; fulfill ticketing-system requests for database updates, reports, electronic document filing, donor lists, RFP coordination, and special grants programs.
Serve as the regional office CRM super-user and support accurate implementation of data policies and procedures, data entry, quality control, reports, invitation and mailing lists, donor contact lists, and holistic data management projects.
Proofread and occasionally draft donor agreements, letters, invitations, flyers, and other important documents.
Track new funds and gift reports; prepare thank-you notes and briefings for regional OCF Board Directors.
Support Grant Advisory Committee meetings and provide administrative support for scholarship selection committees.