Project Coordinator - Administration

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Clerical Portland, OR, US

4 days ago Requisition ID: 1321

Reports To: Associate Director of Advocacy, Volunteers and  Organizing

Exempt Pay Grade:   $61,076 - $74,1652

Job Description last approved: February 2023

Internal Code:  10-30-3000

Who We Are:

Oregon Food Bank  (OFB) believes that no one should be hungry. Our mission is to eliminate hunger and its root causes. We believe that food and health are basic human rights for all. We know that hunger is not just an individual experience; it is also a community-wide symptom of systemic barriers to employment, education, housing and health care such as systemic racism, sexism, and cissexism. That’s why we work systemically to achieve our mission to end hunger: we foster community connections to help people access nutritious food, and we build community power and strengthen networks of support and the safety net to eliminate the root causes of hunger for good.

We build community power to dismantle systems and policies that drive hunger and poverty.

Oregon Food Bank is an Equal Opportunity Employer, and we strongly encourage applications from candidates who can increase the diversity of our organization and strengthen our capacity to eliminate hunger. We believe strongly in the power of lived experience — and we actively seek individuals who have experienced hunger and its root causes to join our team.  Our organization is stronger because of the leadership of people who have faced food insecurity in their own lives and/or hail from historically under-represented communities. Learn more about our commitment at  oregonfoodbank.org/equity . 

Who You Are:

You care deeply about community, about people experiencing hunger and hold them in the center of all that you do. You are committed to apply  equity  as a process and an outcome of your work to disrupt systemic social patterns that promote hunger such as racism, sexism, and cissexism. You have a strong affinity with  OFB’s 10 Year Vision and are profoundly excited to achieve this vision for and with our community.

Position Summary (Essential Functions):

As  an  Advocacy, Volunteers, and Organizing Project Coordinator  you will contribute to the department’s success by supporting project implementation and coordination, documentation of workflow and internal processes, work planning, and standard operating procedures. This position is focused on supporting our policy change and movement building work; including events and meeting, and will include significant administrative support functions.

This role will manage complex Advocacy, Volunteers and Organizing projects that make essential resources more accessible to communities and disrupt systems that drive hunger and poverty. The successful candidate will have a sincere interest in collaboration, problem-solving and continuous learning;

Primary Responsibilities:

Project Management (50%):

Working closely with our project managers to prepare comprehensive action plans, including resources, workflows, delegate work, timeframes, and budgets for projects. Break projects into doable actions and set timeframes.

Building strong relationships with team members and understanding of working styles in order to develop effective systems for project management and supporting team progress; developing or refining communications, etc.

Attend department and cross-department meetings to plan resources, coordinate workflow, support prioritization, and delegate work as needed to move projects forward. Adds additional capacity to project managers in streamlining processes, and identifying and removing barriers.

Proactively monitor and track progress towards goals— work with the Project Manager to eliminate blockers and proactively identify barriers and challenges to Associate Director.

Ensure key milestones are met by colleagues, cross-team collaborators, vendors, and consultants. Act as the point of contact and communicate project status to all participants

Support of campaign coordination meetings including communication with department members and guests, scheduling, hosting meetings, tracking attendance, and developing agendas in collaboration with the project manager.

Management of Advocacy, Volunteers and Organizing trainings and events such as meetings with elected officials or trainings with statewide and national partners - including all aspects of logistical coordination for virtual and in-person events (when safe to do so), selecting and working with vendors, hosting meetings, communication with participants, scheduling, etc.

Use of our organizational intranet platform (OFB Hub), constituent relationship management program (EveryAction) and events program (Mobilize) to coordinate people and resources toward achieving project goals.

Project manages key department initiatives as assigned including providing quality control for key project deliverables, iterating through continuous improvement practices, and measuring project performance using appropriate tools and techniques.

Team Support (50%):

Assists with the creation and review of departmental communications, including training materials for department staff on organizational practices, when requested.

Facilitate training to department staff on project tracking and other software, and organization of materials. Develops recommendations for internal departmental training.

Identify and manage translation and interpretation vendors.

Develop best practices, standard operating procedures, and systems for internal systems.

Upholds a high level of strict confidentiality, handling confidential materials and communications on a regular basis.

Meeting tech support, event support, tracking and distribution plans of swag, field materials & technology.

Other duties as assigned.

Organizational level responsibilities of exempt employees include:

To be an ambassador and a leader for OFB’s vision and mission, a cross-departmental collaborator, and an active contributor to building a movement to end hunger for good  by addressing the root causes of hunger: systemic oppressions such as racism, xenophobia, sexism, and cisexism. 

In consultation and coordination with the supervisor, actively contribute to:

cross-departmental efforts

work culture activities and programming

advisory and consultative groups such as the compensation committee, affinity groups, Equity Ambassadors, Equity Think Tank meetings, among others

plan and engage in professional development activities that strengthen your capacity for your specific role as well as your capacity to contribute and advance organizational goals, OFB’s vision and mission.

Identify, share, engage in, and collaboratively adjust and make necessary changes to this description of duties according to the inevitable evolution of the role over time.

Skills and Experience:

Commit to ending hunger and its root causes.

An ability to prepare and interpret flowcharts, schedules, and step-by-step action plans.

Demonstrated success in owning and managing complex projects that involve internal team members, cross-team collaborators, and related vendors and freelancers

Deep passion for eliminating hunger and its root causes including racism, heterosexism, cissexism and other forms of systemic oppression. Understanding of and interest in the intersection of social service delivery and economic and racial justice.

At least three years of high-level administrative support or project management experience. 

Significant experience with common project management tools

Deep interpersonal and relationship-building skills that generate working collaboration while honoring diverse identities and lived experiences. 

Excellent written communication skills to include the ability to compose and edit business documents and materials and to create professional letters, spreadsheets.

Experience in project planning, sequencing, time estimating, resourcing, monitoring and management

Significant time management and organizational skills to manage multiple projects with high attention to detail, handle interruptions, maintain focus on tasks and produce accurate work.

Experience working cooperatively within and across teams; demonstrated ability to work well with others in a dynamic & interdependent team environment

Ability to identify creative solutions in problem-solving that fall within required constraints (time, budget, quality).

High level of proficiency with current GSuite, Microsoft Office, and standard office equipment.

Ability to perform electronic filing and experience developing, organizing, implementing, and maintaining office procedures and record keeping systems.

Ability to learn and leverage our organizational intranet platform (OFB hub), constituent relationship management program (EveryAction) and events program (Mobilize) to support organizational priorities.

Demonstrated ability to handle sensitive information and materials with confidentiality and discretion.

Willingness to ask questions, creatively remove roadblocks and provide gentle accountability.

Organizational level skills and experience required for exempt employees include:

Disposition and willingness to maximize multiple perspectives to innovate, problem solve and seek creative solutions.

Experience in modeling intercultural competence and demonstrated commitment to equity and social justice.

Demonstrated ability to think strategically, collaborate, take initiative, and to maintain confidentiality.

Project coordination and organization skills; ability to manage multiple projects with attention to detail; ability to handle interruptions, and produce timely, accurate work.

Ability to both work independently and as part of a team; comfortable working in an office environment and offsite.

Ability to thrive in a diverse, creative, responsive, mission-driven, and fast-paced work culture. 

Experience of successful cultural immersion working and/or living within OFB's Equity Constituencies: BIPoC, Immigrants & Refugees, Single Mothers, Trans and Gender-Non-Conforming folx.

Cultural Immersion defined as:  Actively integrated in one or more communities, interacting with individuals and groups, and seeking to understand the diversities within and between communities by being there and engaging in daily life activities.

Preferred Qualifications:

Organizational level preferred qualifications of exempt employees include:

Multilingual skills at a  minimum professional level of proficiency  or greater in English and any additional language/s, defined as being able to speak the languages with sufficient structural accuracy and vocabulary to participate effectively in most formal and informal conversations on practical and professional topics.

Multicultural skills of  adaptation  and  integration  are strongly preferred.

Adaptation  is defined as the capacity to communicate and interact with people of multiple cultures, backgrounds, and styles by incorporating and adapting to the world view and perspectives of others.

Integration  is defined as being able to “code-switch” or move in and out of one's worldview and help others understand different cultures, backgrounds, and styles to promote diversity and inclusion.

Commitment to continued professional development to strengthen capacity to work through an equity lens for equity and racial justice.

Strong capacity to consider multiple perspectives, to pivot to respond to emerging needs and lead through organizational changes.

Years of successful cultural immersion either working with and/or living within one or more of OFB’s Equity Constituencies at the time of hire. An additional step for at least  10 years  above minimum required of successful cultural immersion working with and/or living within one or more of OFB’s Equity Constituencies  at the time of hire .

Cultural Immersion defined as:  Actively integrated in one or more communities, interacting with individuals and groups, and seeking to understand the diversities within and between communities by being there and engaging in daily life activities.

The Fine Print:

Work environment:

Work is performed in an office environment while sitting in meetings or at a computer screen for extended periods inside and outside of Oregon Food Bank and will use computers and phones extensively. 

May work outside of general working hours of 8:00 – 5:00 p.m., such as evenings and weekends, and occasional travel out of town may occur.

This role requires travel/personal vehicle use /work outside normal hours. 

Work may require to lift, move and carry objects from 20 to 40 pounds, such as boxes containing office and other supplies. Crouching, bending, kneeling and reaching when filing. Accommodations may be available upon request.

Proof of vaccination against COVID-19, or qualifying exception and compliance with all OFB’s COVID-19 and Vaccination policies is required. 

This position doesn’t require a criminal background check.

Inclement Weather, Service Disruptions and Disaster Response expectations:

OFB is part of the regional disaster response network and, as part of our commitment to our community, we all are expected to report to work as soon as it’s safe to do so and to respond to the disaster, emergency, inclement weather or extended service disruption as needed and as possible. Work and paid designations are described in OFB’s Inclement Weather Guidelines. At all times staff are supported to prioritize their safety and those of their dependants, families and loved ones while in communication and coordination with supervisors.

1.  Nonexempt classification refers to workers that are entitled to a minimum wage and overtime pay at a rate not less than one and one-half times the regular rate of pay after 40 hours of work in a workweek. They  do not ; 1) Supervise two or more full-time employees or four part-time employees regularly; 2) Are responsible for managing at least part of a business; 3) Play an important role in the job status of other employees, including hiring and delegating tasks;  nor  1) Perform office or non-manual work directly related to the business operations or management of an organization and its customers; and 2) Exercise independent judgment and discretion over important business decisions.