Systems Capacity & Improvement Administrative Specialist
About The Position
The Oregon Department of Education is seeking a Systems Capacity & Improvement Administrative Specialist to provide primary administrative and operational support to the Director and Systems Capacity and Improvement (SCI) Team within the Office of Education Innovation and Improvement. The position coordinates projects, communications, meetings, fiscal activities, and team operations; tracks progress on key priorities; and supports the implementation of organizational goals. Working closely with the Director, the specialist manages workflows, improves processes, and coordinates with internal and external partners. The role calls for a proactive, solutions-oriented operational partner who can organize priorities, build systems, solve problems, and independently translate goals into action plans. It requires sound judgment, organization, attention to detail, and the ability to build positive relationships with a wide range of partners and stakeholders. The SCI Team supports statewide efforts to strengthen educational systems, improve student outcomes, and advance equity, continuous improvement, and organizational effectiveness. This is a permanent, full-time, non-exempt position represented by SEIU. The position follows a hybrid work model, with onsite presence when business or operational needs are best supported in person. Employees approved for remote work must maintain reliable, secure internet access and a professional work environment, and are expected to maintain office-level performance, responsiveness, communication, and availability.
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 qualifying secretarial or administrative support experience; or an equivalent combination of education and experience.
- A cover letter of no more than two pages and a current resume are required for the application.
- Applicants must be authorized to work in the United States; the agency does not offer visa sponsorship.
Nice To Haves
- Experience developing and coordinating project plans, timelines, milestones, deliverables, and implementation strategies to achieve defined outcomes.
- Experience using Microsoft 365 applications and project management tools such as Microsoft Project, Planner, Teams, SharePoint, or similar platforms to organize work, track progress, and support collaboration.
- Ability to manage competing priorities, adapt to changing circumstances, and meet deadlines in a complex work environment.
- Ability to analyze information, evaluate options, identify risks or opportunities, and recommend effective solutions.
- Experience preparing and delivering clear, accurate, professional written and verbal communications for varied audiences, including reports, presentations, correspondence, and project updates.
- Experience coordinating work across teams and building effective working relationships with leaders, staff, contractors, vendors, school districts, or other internal and external partners.
Responsibilities
- Strategically manage executive workflows, schedules, commitments, action items, deliverables, and organizational priorities to support planning and decision-making.
- Support team operations and business processes, including budgeting and fiscal tracking, invoice processing, purchasing, and operational recordkeeping.
- Organize virtual and in-person meetings; prepare agendas and materials; coordinate meeting logistics; document decisions and action items; and support communications with internal and external partners.
- Maintain project tracking systems; monitor timelines and deadlines; coordinate activities across stakeholders; organize files and documentation; and help move team priorities from planning to completion.
- Coordinate projects, communications, fiscal activities, and team operations in support of the Director and SCI Team.
- Help manage workflows, improve processes, and coordinate with partners to support team goals.
Benefits
- Oregon State benefits are available; specific benefits are not detailed in the posting.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
