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

The Oregon Education Association (OEA) is looking for a UniServ Administrative Coordinator to join our team based in Salem, Oregon. The person in this position provides complex administrative support to the identified UniServ Consultant(s) and to the locals served by that Consultant, including the OEA Retired. Duties include but are not limited to: membership data analysis and updates, bargaining support, political action support, assistance to local leaders and members, and event coordination. The person selected for this position will actively support OEA Retired, which is a statewide membership group of nearly 2000 people that provides retired OEA members an opportunity to work together on issues unique to retired educators and with other organizations on related retirement issues. The person in this position is the first point of contact for this membership group, which typically occurs on the phone, supports a variety of in-person activities throughout the year, and ensures the OEA Retired Membership Chair has accurate lists of information on newly retired OEA members to continue to grow the group.

The starting salary range for this full-time, 37.5 hr/wk position is $54,371 - $69,393, depending on relevant experience. The full salary range for this position is $54,371 - $84,348; step advancement is based on the collective bargaining agreement. Candidates should include all relevant work experience, as up to last 15 years of work history will be used for salary placement purposes.  The OEA provides 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; a pension after meeting the 5-year vesting requirements; and many more benefits.  

Employees receive Employer-paid medical, dental, and vision benefits for themselves and qualified dependents, significant paid time off and paid holidays, employer contribution to 401k after meeting eligibility requirements, pension vesting after five (5) years of employment, and much more. Relocation reimbursement is not available for this position.

JOB SUMMARY:   

The UniServ Administrative Coordinator is responsible for complex administrative support for specific UniServ Consultant(s) and the Council(s) to which both are assigned. The person in this position has significant responsibilities including membership data analysis and updates, material preparation and distribution, event coordination, bargaining and political action support, widely varying communications with local leaders and members, and facilities projects related to their local office and/or UniServ(s).

ESSENTIAL JOB FUNCTIONS:

General:

• 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 in this important mission.
• 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.

Membership:

• 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.

Council Event Coordination, Organizing, and Bargaining:

• 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.

Political Action:

• 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.

Field Office Operations:

• 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.

KNOWLEDGE, SKILLS, AND ABILITIES

• 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.

QUALIFICATIONS

Education:

High school diploma or equivalent including high school commercial courses or post high school business curriculum.

College degree or certificate in business administration, accounting, data coordination, social sciences, or related field preferred.

Experience:

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

OTHER INFORMATION

Supervisory:

• The employee works under the direction of the Executive Director or designee. The UniServ Consultant(s) assigned to the same Councils also guide the work of this position. The person in this position is expected to operate with relative independence and a minimum of supervision in handling complex problems with initiative, creativity, and sound judgment.
• This position does not supervise other employees.

Work Environment:

• This position is based at the OEA office in Salem, Oregon.
• Occasional travel and weekend/evening work may be necessary for work-related purposes. Where feasible for the work that needs to occur, remote work is offered for hours worked outside the incumbent’s typical shift.
• A successful candidate will have access to reliable transportation.
• This position requires regular computer use.
• Able to stand, sit, and bend to perform routine office functions.
• Able to lift ten pounds (10 lbs) to twenty pounds (20 lbs); may occasionally lift up to fifty pounds (50 lbs.). 

REASONABLE ACCOMMODATION

The Oregon Education Association is committed to the full inclusion of all qualified individuals. As part of this commitment, the Oregon Education Association will ensure that persons with disabilities are provided reasonable accommodation. If reasonable accommodation is needed to participate in the job application or interview process and/or to perform essential job functions, please contact Human Resources at jobs@oregoned.org.

The Oregon Education Association is an equal opportunity employer.