UniServ Admin Coordinator - Mid-Valley & ASK/ESP (Salem, OR)

Oregon Education Association • Salem, OR

17d • $54,371 - $69,393 • Hybrid

About The Position

The Oregon Education Association (OEA) is seeking a UniServ Administrative Coordinator to provide complex administrative support to UniServ Consultant(s) and the locals they serve, including OEA Retired. This role involves membership data analysis and updates, bargaining and political action support, assistance to local leaders and members, and event coordination. The position serves as the primary point of contact for OEA Retired, a statewide membership group of nearly 2000 retired educators, ensuring accurate membership information and supporting their engagement on retirement-related issues. The role is crucial for maintaining membership records, facilitating communication, and supporting various organizational initiatives.

Requirements

• High school diploma or equivalent including high school commercial courses or post high school business curriculum.
• 2-4 years of experience in project coordination, event planning, and complex administrative support.
• Proficient in Microsoft 365 including Excel, Word, and Teams.
• Experience performing VLOOKUPs and/or XLOOKUPs and using pivot tables to filter and sort large amounts of electronic data.
• Adept at balancing multiple priorities from multiple sources, communicating about potential conflicts and limitations, and advising on possible solutions.
• Proficient computer skills and experience required in Microsoft Office Suite and online research.
• Comfortable using Adobe Pro and Adobe Sign.
• Experience working with databases and comfortable learning new programs and computer systems.
• Excellent attention to detail with high level of accuracy.
• Demonstrate a professional and collaborative attitude toward members and staff.
• Able to work in a self-directed and efficient manner and able to work on a team.
• Able to manage sensitive and confidential information.
• Able to consistently meet established deadlines.
• Able to type minimum of 55 WPM.
• Experience using common office equipment.
• Able to communicate verbally, visually, and in writing.
• Competency in grammar, punctuation, and editing.
• Access to reliable transportation.

Nice To Haves

• College degree or certificate in business administration, accounting, data coordination, social sciences, or related field.
• Experience using SalesForce-based CRM.
• Non-profit and/or union experience.

Responsibilities

• Provide complex administrative support to UniServ Consultant(s) and local organizations.
• Perform membership data analysis and updates, including processing applications and resolving discrepancies.
• Analyze reports (e.g., House Bill 2016) and alert stakeholders to data issues.
• Develop and utilize technical processes to update individual membership records.
• Coordinate with the Controller & Membership Director and Membership Specialists on membership processes.
• Order, assemble, and distribute promotional membership materials.
• Answer a wide variety of questions from members and local leaders, providing materials and resources.
• Aid members in crisis by receiving concerns, providing answers, and connecting them with appropriate resources.
• Coordinate with OEA’s Legal and Advocacy & Affiliate Services teams for LDP and cadre documents.
• Organize and manage logistics for council meetings, conferences, and workshops, including notifications, registration, venue booking, and material preparation.
• Pull, prepare, and distribute membership reports for various purposes.
• Provide complex administrative support to UniServ Consultants during bargaining, including research, data analysis, creating bargaining folders, maintaining records, and potentially costing proposals and organizing voting meetings.
• Assist with strike logistics, such as securing strike headquarters and coordinating meals.
• Coordinate meetings and materials for candidates seeking endorsement in local elections if the UniServ has its own PAC.
• Participate in phone banking as requested.
• Manage field office space, including scheduling events and identifying maintenance needs.
• Research and submit service estimates for office maintenance and coordinate work completion.
• Research and identify cost-effective vendors for office supplies and maintenance.
• Update and maintain field office security codes, and provide building fobs and keys.
• Order field office supplies according to OEA’s administrative procedures.
• Develop and maintain a comprehensive field office and electronic document management system.
• Support and advance the OEA mission, vision, and values.
• Build strong interpersonal relationships and foster connections with stakeholders.
• Contribute to and engage in the organization’s commitment to diversity, equity, and inclusion.
• Plan, implement, and manage administrative activities and workflow, balancing multiple tasks.
• Provide substantive feedback on OEA initiatives and represent Associate Staff on committees.
• Find pertinent data and create reports on research questions.
• Utilize OEA or Council credit card for expenditures and reconcile receipts.
• Provide back-up to other UniServ Administrative Coordinators.
• Perform other duties as assigned or requested.

Benefits

• Fully paid medical, dental, and vision benefits for the employee and qualified dependents
• Significant paid time off
• Paid holidays
• Employer contribution to 401k upon meeting eligibility
• Pension after meeting the 5-year vesting requirements
• Many more benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED