Program and Operations Coordinator at Maybelle Center (Portland, OR - downtown)

Job Title: Program and Operations Coordinator

Reports To: Executive Director

Compensation: Starting Pay $20-22 per hour

FLSA Status: Full-Time/Non-exempt

Application Deadline: Applications will be reviewed immediately upon receipt; preference given to applications received before July 27

Program and Operations Coordinator

The Opportunity

Connection is a basic human need. But many of us face barriers that keep us from experiencing deep connection. As Program and Operations Coordinator for Maybelle Center for Community, you’ll help disrupt social isolation so more of us can experience a healthy, connected life and contribute to a thriving Portland. You can find out how we grow connection on our website: www.maybellecenter.org.

At Maybelle Center, we do things a bit differently. What would it really be like to be Program and Operations Coordinator at Maybelle Center?

You, like us, believe relationships are at the heart of everything you do. You thrive on the variety of tasks, areas of responsibility, and types of people and personalities you get to interact with and support as part of your job. Each day looks a little bit different – on Monday you may be focused on data and reports in the morning and preparing for a Board meeting in the afternoon. On Tuesday you may spend time in our Community Room and be the first to see a new painting shared by member. You amaze your colleagues with your ability to be just as comfortable with office technology, databases, and bookkeeping as you are with taking notes at meetings and making sure no one’s work anniversary is forgotten. You are unflustered by change and love the collaborative environment that also gives you autonomy in managing the wide range of duties you have.

This is what the job looks like in detail:

Executive Board & Committee Support 30%

Create and maintain board and committee calendars.

Coordinate all executive board and committee meetings including the assembly of board packets, meeting reminders, refreshments, take and prepare minutes, and other essential tasks

Maintain board member manual and other documents

Assist Executive Director with projects as needed

Program Support 20%

Daily data entry

Provide various back-up and coverage for community room and program activities

Attend and participate in meetings and orientations, coordinate refreshments, take and prepare minutes, monitor action items, etc.

Assist with program events; create monthly programs and activities calendar

Data management, including report generation

Administrative Duties 20%

Manage variety of office tasks for 14 employees including proactively identifying & managing issues, improving efficiency, and supporting staff. Specific tasks include:

Manage low volume general phone inquiries, faxes, email, etc.

Manage incoming and outgoing mail

Manage conference rooms (calendars/scheduling), break rooms, storage areas and common office spaces.

Coordinate & maintain general staff training schedule (e.g. First Aid, Fire and Safety, etc.)

Research training opportunities and resources available (such as webinars, workshops etc.); monitor staff compliance, and ensure trainings are current.

Maintain and troubleshoot office equipment including copier, computers, printers and phones

Inventory and order office supplies

Oversee repairs and general office maintenance (e.g. janitorial, pest control) including getting bids and follow up

Support and/or coordinate special projects for general office, as needed

Finance Support 20%

Lead accounts payable process, including receiving invoices and entering invoices in QuickBooks, getting appropriate backup documentation, and working with staff on discrepancies

Collect receipts and reconcile credit card accounts on monthly basis

Provide administrative assistance to Finance Director

Special projects as requested

Development and Communications 5%

Assist development team with small and large event planning and coordination.

Occasional donor database projects

Other Responsibilities 5%

Other duties as assigned

CHANGES DURING COVID:

Maybelle staff have been working remotely since March, and will continue to work at home at least until November, 2020. (This is partially due to onsite construction that is projected to end in October.) We provide any desired equipment from the office (chair, desk, laptop, office supplies, etc.). Staff use their computers and their phones to stay in touch and keep working.

Because of COVID, all interviews for this position will be via Zoom and/or by telephone.

Required skills and abilities:

Bachelor’s degree plus 2+ years of general office experience, OR (if no degree) 4+ years of general office/administrative experience

Technically capable – experienced with various computer applications, can easily learn new functions, able to help staff with core office applications. Extensive Word, Excel, and database (Salesforce preferred) experience required

Desire and ability to work with a diverse population

A commitment to advancing equity, diversity, and inclusion within Maybelle Center and our city

Ability to pass background check

Sufficient mobility to run errands and get to local businesses. Ability to lift up to 30 lbs (the position involves frequent moving of stacks of chairs, packages, equipment, etc.)

Strong written and verbal communication skills

True relationship-builder, with excellent interpersonal skills

Can be a leader (be proactive, take initiative, think independently)

Simultaneously, can take direction, and can collaborate with others

Highly reliable, with a strong work ethic

Exceptionally organized with keen attention to detail

Adaptability and ability to embrace transitions. Creativity in problem solving in high energy environment.

Compensation and Benefits:

Starting Pay Range: $20.00-22.00 per hour (Equivalent to $41,600 to $45,760 per year), fully paid medical, dental, and vision insurance for employee; flexible spending account; 3% employer matching contribution to Simple IRA retirement fund; employee-paid life and disability insurance; PTO and holidays; parking or bus pass paid; dog-friendly workplace.

How to apply:

Please email cover letter that shares your experience and enthusiasm to be part of this nonprofit team along with your resume and three references to jobATmaybellecenter.org, or by mail to: Maybelle Center Program and Operations Coordinator Search 121 NW 6th Ave. Portland, OR 97209. Resumes will be reviewed as soon as received with interviews beginning the week of July 27. Applications accepted until position is filled.

Maybelle Center is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, sexual orientation, gender identity, protected veteran status, or any other protected characteristic.