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

Oregon Education Association • Salem, OR

12d • 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 is the primary point of contact for OEA Retired, a statewide membership group of nearly 2000 retired educators, and ensures accurate information on newly retired members. The role requires supporting various in-person activities and maintaining accurate membership lists. The position is full-time, 37.5 hours per week, with a starting salary range of $54,371 - $69,393, depending on experience. The full salary range is $54,371 - $84,348, with step advancement based on the collective bargaining agreement. Up to 15 years of work history will be considered for salary placement.

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 preferred.
• Experience using SalesForce-based CRM preferred.
• Non-profit and/or union experience preferred.

Responsibilities

• Support and advance the OEA mission, vision, and values.
• Build strong interpersonal relationships, foster connections with stakeholders, and act as the public face of the organization in the UniServ region.
• Contribute to, support, and actively engage in the organization’s commitment to create and maintain a diverse, equitable, and inclusive workplace.
• Participate in activities, trainings, and/or workgroups to support OEA’s commitment to diversity, equity, and inclusion.
• Plan, implement, and manage administrative activities and workflow; balance numerous tasks and responsibilities that sometimes conflict.
• Provide substantive feedback on a variety of OEA initiatives and/or represent Associate Staff on a variety of OEA committees.
• When receiving a research question, find pertinent data and create a report on findings.
• Utilize OEA or Council credit card for appropriate expenditures; reconcile receipts in a timely manner.
• Provide back-up to other UniServ Administrative Coordinators, when available, in overload, vacation coverage, and crisis situations or as assigned by OEA.
• Other duties as assigned or requested by the Executive Director or designee.
• Coordinate with the Controller & Membership Director and Membership Specialists on membership processes and priorities.
• Receive and process membership applications in the UniServ region; contact members to resolve discrepancies on forms.
• Create and maintain drop request cases for the UniServ region; provide instructions and answer member questions.
• Analyze House Bill 2016 reports and other payroll and HR reports for pertinent changes; alert relevant stakeholders when data is incomplete or insufficient.
• Develop and use several technical processes, which may include uploads, to update individual membership records for a wide variety of demographic data points.
• May discover and report technical problems in national data systems, articulate desired updates to national data systems, and/or create protocol documentation.
• Order, assemble, and distribute promotional membership materials.
• Provide feedback to project leads on which statewide materials seem to best match local need.
• Request updated membership role data from local leaders; integrate provided updates into NEA360.
• Answer a wide variety of questions from members and local leaders; provide materials and resources.
• Aid members in crisis by receiving their concerns and requests, responding with care, providing answers as appropriate, and connecting them with the relevant UniServ Consultant or Legal Services if needed.
• Coordinate with OEA’s Legal and Advocacy & Affiliate Services teams to provide LDP and cadre documents to impacted parties; provide deadlines and reminders to help ensure timely completion and submission.
• May organize and manage logistics for council meetings, conferences, and workshops including but not limited to: Notify appropriate groups; create and monitor registration materials and web pages.
• Secure and reserve locations; arrange for lodging and meals as necessary.
• Prepare and distribute meeting materials.
• Troubleshoot and assist with technical needs as necessary; may include scheduling IT support.
• Pull, prepare, and distribute a variety of membership reports to Consultants and local leaders for new hire orientations, member engagement and recruitment, and other uses.
• Provide complex administrative support to UniServ Consultants during bargaining for locals including during crisis and strike situations.
• Complete special employment research and data analysis as requested.
• Create and distribute bargaining folders or binders.
• Maintain comprehensive records of proposals and contract/district settlements; provide updated settlements to OEA’s Bargaining Coordinator.
• May help to cost bargaining proposals, research past practices and communicate past agreements, restructure final documents to contract standards, and organize voting meetings and materials.
• May help to secure strike headquarter space, arrange for meals, and coordinate other logistics as needed.
• Where the UniServ has its own PAC, may coordinate meetings and materials when candidates seek endorsement in local elections.
• May participate in phone banking as requested.
• Manage field office space; in OEA field offices with two UniServ Administrative Coordinators, collaborate to schedule events that require common spaces.
• Identify and communicate field office building maintenance needs in a timely manner.
• Research and submit service estimates for approval.
• Coordinate completion of work with vendor; update OEA facilities management.
• May research and identify more cost-effective vendors for office supplies and maintenance.
• Update and maintain field office security codes; provide building fobs and keys as needed.
• Order field office supplies according to OEA’s administrative procedures.
• Develop and maintain comprehensive field office and electronic document management system according to OEA’s administrative procedures.

Benefits

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

What This Job Offers

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