UniServ Admin Coordinator - 3 Rivers & Comm College (Eugene, OR)

Oregon Education Association • Eugene, OR

9d • $54,371 - $69,393

About The Position

The UniServ Administrative Coordinator provides complex administrative support to assigned UniServ Director(s) and the Councils they serve. The role handles membership data analysis and updates, materials preparation and distribution, event coordination, bargaining and political action support, communications with local leaders and members, and facilities projects for the local office and/or UniServ. The position also supports activities related to member groups such as the Mediation Network when assigned.

The coordinator plans and manages administrative workflows, researches questions and prepares findings, supports the OEA mission and its diversity, equity, and inclusion commitments, and serves as a public-facing representative in the UniServ region. The position operates with relative independence under the direction of the Executive Director or designee, with guidance from assigned UniServ Directors. It does not supervise employees.

The role is based at an OEA office. Occasional work-related travel and evening or weekend work may be necessary. The position involves regular computer use and routine office functions, including standing, sitting, bending, and lifting.

Requirements

• High school diploma or equivalent, including high school commercial courses or post-high-school business curriculum.
• Two to four years of experience in project coordination, event planning, and complex administrative support.
• Proficiency 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.
• Proficient computer skills and experience with online research; ability to learn databases, programs, and computer systems.
• Comfort using Adobe Pro and Adobe Sign.
• Excellent attention to detail and accuracy.
• Ability to balance multiple priorities, communicate limitations and conflicts, and advise on solutions.
• Professional, collaborative attitude toward members and staff; ability to work independently and as part of a team.
• Ability to manage sensitive and confidential information and consistently meet deadlines.
• Ability to type at least 55 words per minute and use common office equipment.
• Ability to communicate verbally, visually, and in writing, with competency in grammar, punctuation, and editing.
• Reliable transportation.
• Ability to perform routine office functions involving standing, sitting, and bending; ability to lift 10–20 pounds and occasionally up to 50 pounds.

Nice To Haves

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

Responsibilities

• Support and advance OEA’s mission, vision, and values and participate in its diversity, equity, and inclusion efforts.
• Plan, implement, and manage administrative activities and workflows; balance competing tasks and communicate about conflicts and solutions.
• Build relationships with stakeholders and serve as a public-facing representative in the UniServ region.
• Research questions, find relevant data, and prepare reports; provide feedback on OEA initiatives and/or represent Associate Staff on committees.
• Use an OEA or Council credit card for appropriate expenses and reconcile receipts promptly.
• Provide backup support to other UniServ Administrative Coordinators as assigned.
• Coordinate membership processes with the Controller & Membership Director and Membership Specialists, including processing applications, resolving form discrepancies, managing drop requests, and answering member questions.
• Analyze payroll, HR, and House Bill 2016 reports; identify relevant changes and alert stakeholders to incomplete or insufficient data.
• Update membership records and demographic data, help identify national data-system issues, and document protocols as needed.
• Order, assemble, and distribute membership materials; obtain role updates from local leaders and update NEA360 records.
• Respond to questions from members and local leaders, provide resources, support members in crisis, and refer concerns to UniServ Directors or Legal Services when appropriate.
• Coordinate delivery of LDP and cadre documents with Legal and Advocacy & Affiliate Services teams, including deadlines and reminders.
• Organize logistics for council meetings, conferences, and workshops, including registration, venues, lodging, meals, materials, and technical support.
• Prepare and distribute membership reports for orientations, engagement, recruitment, and other purposes.
• Provide administrative support during bargaining, including employment research, data analysis, bargaining materials, settlement records, proposal costing or research as needed, final-document preparation, and voting logistics.
• Assist with strike logistics as needed, including securing headquarters space and arranging meals.
• Coordinate local PAC endorsement meetings and materials when applicable and participate in phone banking as requested.
• Support assigned member-based groups by coordinating events, preparing materials and reports, verifying membership status, creating documents through Adobe Sign, and helping review group expenses with OEA Finance.
• Manage field office space, coordinate shared-space scheduling, communicate maintenance needs, obtain service estimates, coordinate vendor work, and update facilities management.
• Maintain field office security codes and provide fobs and keys; order supplies and maintain office and electronic document-management systems.
• Perform other duties as assigned or requested by the Executive Director or designee.

Benefits

• Fully paid medical, dental, and vision benefits for the employee and qualified dependents.
• Significant paid time off and holidays.
• Employer contribution to a 401(k) upon meeting eligibility requirements.
• Pension after meeting the five-year vesting requirements.
• Remote work for hours outside the incumbent’s typical shift where feasible for the work to be performed.

What This Job Offers

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