Regional Office Associate (Eugene)

Oregon Community Foundation•Eugene, OR

5d•Onsite

About The Position

The Regional Office Associate manages operations for OCF’s Eugene regional office, which includes staff from the Philanthropic Services and Community Engagement and Equity departments. The Associate coordinates regional events and projects, supports team collaboration and administration, and partners with the Regional Director to foster a strong office culture and advance regional work with prospects, donors, nonprofits, volunteers, and legal and financial advisors. The role has a significant impact on the region’s work and effectiveness. The position coordinates local office operations with statewide teams, including reception, guest services, office safety and security, facility maintenance, technology and supplies, and landlord and vendor relationships. It also plans and supports Leadership Council meetings and cross-departmental events, and provides administrative, meeting, data, and project support to regional staff. The Associate serves as the regional office super-user for OCF’s CRM database and helps ensure accurate data management and implementation of data policies and procedures. This is a regular, full-time, non-exempt position based in Eugene, Oregon. The hiring range is $33.00–$38.00 per hour, depending on experience. A valid driver’s license and personal vehicle are required for regular use in performing job duties; occasional travel is also required.

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.
Bachelor’s degree; equivalent experience may be substituted.
Strong knowledge of administrative procedures, including familiarity with budgets and finance procedures.
Proficiency in MS Windows, Outlook, Excel, Word, PowerPoint, Publisher, and use of the Internet.
Exceptional organizational skills; detail-oriented, process-oriented, and accurate.
Strong relationship-building skills and ability to navigate challenging situations and conversations while delivering high-quality service.
Ability to collaborate effectively, manage time, prioritize conflicting needs, shift priorities, and complete projects on time.
Good analytical and critical-thinking skills, including the ability to communicate a situation and offer alternatives.
Demonstrated initiative, creativity, independent work, and proactive process improvement and problem-solving.
Ability to facilitate and co-facilitate meetings with experienced staff and build knowledge across departments and audiences.
Ability to maintain confidentiality and exercise sound discretion and judgment in sharing information.
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 them appropriately.
Cultural agility to work effectively with diverse people, teams, and communities; demonstrated commitment to equity, diversity, and inclusion.
Valid driver’s license and personal vehicle for regular use to perform job duties.
Ability to travel occasionally.

Nice To Haves

Volunteer management experience.

Responsibilities

Maintain regional office operations in coordination with the Regional Director, OCF’s statewide organization, and the Operations/IT Team.
Manage reception, welcome guests, answer phones, process mail, oversee safety and security, maintain public spaces, handle contribution checks and legal documents, and oversee office technology, supplies, and publications inventory.
Schedule regional conference rooms, oversee guest services, coordinate janitorial needs, and serve as the primary contact with the landlord on facility matters.
Coordinate with landlords, vendors, moving companies, and the Operations/IT Team on services, repairs, remodeling, moving projects, security, and on-site assistance.
Coordinate regional Leadership Council meetings, including venues, vendors, materials, scheduling, communications, recruitment assistance, meeting documentation, and payment coordination.
Plan and execute regional events with OCF colleagues, including venue and vendor coordination, payments, travel, RSVPs, materials, timelines, on-site support, and follow-up.
Maintain relationships and lists of caterers, venues, and other event vendors; support events involving prospects, donors, and professional advisors.
Partner with the Regional Director on team meetings, celebrations, and acknowledgements; plan, lead, or co-lead meetings and support statewide goals and workflow.
Provide administrative support to Community Engagement and Equity and Philanthropic Services staff, including research, scheduling, travel, meeting preparation, communications, prospect and stewardship activities, and special projects.
Enter, maintain, extract, interpret, and quality-check CRM data; generate reports and lists; fulfill database and document requests; and support holistic data management projects.
Serve as the regional office CRM super-user and collaborate with the Philanthropic Services Business Analyst and Regional Office Associate Team on data policies and procedures.
Proofread and occasionally draft donor agreements, letters, invitations, flyers, and other important documents.
Track new funds and gift reports, prepare thank-you notes and board briefings, support Grant Advisory Committee meetings, and provide administrative support for scholarship selection committees.
Contribute to OCF’s strategic plan, particularly goals related to department and regional strategies.
Demonstrate OCF’s cultural values: be people-centered and lead with trust, pivot for purpose and adapt quickly, and dig into hard things to solve tough problems.