Northwest Housing Alternatives is offering an exciting employment opportunity to join the Administrative Department. Northwest Housing Alternatives’ (NHA’s) mission is to provide opportunity through affordable housing to Oregonians with low and limited incomes including families, seniors, people with disabilities, and people experiencing homelessness. NHA has been recognized as one of the top four 100 Best Non Profits to work for in 2018.

Position Title:                    Administrative Support Specialist

Reports to:                         Operations Manager

Status:                                 Exempt

Work Schedule:                 Monday through Friday 8:30 am to 5:00 pm

Salary:                                 $48,000 - $60,000

Location:                            Temporarily Remote

Position Summary

The Administrative Support Specialist provides senior level administrative support to the Executive Director, Management Team, and Board of Directors. As a member of the Administrative Team, the Administrative Support Specialist position requires the ability to navigate and work effectively during uncertainty; maintain and promote flexibility; adapt quickly to constant change; and maintain discretion while communicating with the public, clients, staff, and board members.

This is an exempt position that will work a typical work schedule of Monday - Friday 8:30am - 5:30pm at the main office in Milwaukie, OR. Work is currently being done remotely due to COVID-19.

Core Duties and Responsibilities

1. Management of the front office and lobby

• Serve as the first point of contact for callers and visitors to NHA; answer main telephone line and
route callers; greet and welcome visitors; answer general information requests; maintain call and
visitation logs; distribute inquiries to appropriate staff.

2. Coordination of office logistics

• Manage facility needs: keep entry/reception area client/visitor-ready; open and close the kitchen and
  overall office daily; order and stock all office supplies; serve as coordinator for conference room
  schedules and room set-up/clean-up; coordinate with outside vendors.
• Provide project management and coordination – develop and maintain various spreadsheets and/or
  databases, independently determining the organization of data and desired results while providing
  analysis in a detailed and in-depth manner for special projects.
• Coordinate team projects and drive to successful completion, as needed including organization and
  maintenance of electronic files, NHA programs and Administration electronic folder organizational
  systems.
• General administrative tasks for organization: data entry, printing materials, copying, basic web
  research, shipping, faxing including digitization of organizational documents, scanning, and filing.

3. Support of the Executive Director and Management Team

• Lead a broad variety of administrative tasks for the Executive Director (ED) including:
  maintaining an extremely active calendar, scheduling meetings, and resolving calendar conflicts.
• Represent supported leadership in a positive, supportive, professional manner to associates,
  management, vendors, visitors and strategic partners, acting as a liaison between leadership and other
  teams and individuals.
• Provides support to build relationships crucial to the success of the organization, and manages a
  variety of special projects, many of which may have organizational impact.

4. Support of the Board of Directors

• Serve as staff liaison to Board of Directors to coordinate individual board member needs and
  preferences to facilitate their full participation.
• Coordinate Board correspondence, scheduling meetings, updating the board directory, handling
  logistics of board meetings including set-up and break-down of meeting space, sending materials for
  review prior to the meetings, take and distribute notes and field general queries from board
  members including timely drafting and sending of meeting notices and agendas, meeting minutes,
  and other documents as needed.
• Plan and organize all faces of the annual board retreat.
• Maintain accurate files and meeting minutes and materials in a secure confidential manner and in
  accordance with board/NHA policy.

Key Qualifications

• Exceptional organizational skills and attention to detail and accuracy
• Excellent problem-solving skills
• Extremely self-motivated and able to plan and execute goals with little or no oversight
• Ability to navigate competing priorities from multiple managers and projects while delivering high-quality work within established timelines
• Strong verbal and written communication skills with good quality spelling, grammar and punctuation
• Ability to be flexible and comfortable in changing environment
• Experience with Microsoft Suite, including Outlook, Word, and Excel
• Experience using Air-Table multi-media platforms, visualizations, and graphic design.
• Ability to maintain professional boundaries with clients and external relationships, while building trust and respect.
• High integrity when dealing with a broad array of cultures and restricted and/or confidential information.

Preferred Qualifications

• Program and/or project management experience that supports the ability to manage multiple
  concurrent
• Knowledge and understanding of the issues surrounding access, equity, diversity, inclusion, implicit bias and institutional racism projects and drive them to completion
• Experience communicating effectively to front-line staff, managers, executive leadership, teams, Board members, partners, and diverse stakeholder groups

EDUCATION & EXPERIENCE GUIDELINES

Any combination of experience and training that would likely provide the required
knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities
would be:

EDUCATION:

Equivalent to Bachelor’s OR Associate OR post high school trade/specialty
studies. Alternative education and experience qualifications welcome.

EXPERIENCE:

Three - five years of increasing responsibility of experience in administration/program
management/project management with an emphasis in the non-profit sector. Alternative
education and experience qualifications welcome.

LICENSE OR CERTIFICATE:

Possession of, or ability to obtain, a valid driver's license.

PHYSICAL REQUIREMENTS

  The physical demands described here are representative of those that must be met by an employee to
  successfully perform the essential functions of this job. Reasonable accommodations may be made to
  support performance of essential functions.

• While performing the duties of the job, the employee routinely is required to sit; walk;
   talk; hear; use hands to keyboard, finger, handle, and feel; stoop, kneel, crouch, twist,
   reach, and stretch.
• This position is occasionally required to move around the campus.
• The employee may occasionally lift and/or move up to 25 pounds.
• The position requires small hand and arm movements and the ability to sit or stand at a
computer for long amounts of time.

ENVIRONMENT

The work environment is a busy office the Milwaukie area. The position requires frequent meetings and
collaboration with other departments. Temporarily working from home due to COVID-19.
To apply for the position please submit a cover letter, resume, references, and salary requirements. This position will remain open until April 2, 2021.  

About Northwest Housing Alternatives

For over 35 years, Northwest Housing Alternatives (NHA) has been a leading not-for-profit developer of affordable housing in Oregon. Our mission is to create opportunity through housing by developing, building, and managing rental housing designed for Oregonians with extremely limited incomes. These homes help families live healthy and stable lives, allow older adults to age in place, and give people with special needs a dignified residence. Along with providing affordable housing, NHA provides services that connect tenants to critical health and community resources, work to prevent homelessness before it begins, and offer emergency shelter and services for families experiencing homelessness. 

NHA is committed to building a culturally diverse and inclusive environment and is actively seeking to recruit a deep and diverse applicant pool. We strive to hire a workforce that is representative of the communities we serve, understanding that a diverse workforce strengthens everything we do. NHA offers a supportive and welcoming work environment having been awarded “100 Best Nonprofits to work for in Oregon” again in 2019. This is a great opportunity to work with a team of dedicated and passionate coworkers.  

NHA provides a full range of benefits, including but not limited to the following:

·         Excellent health coverage through Kaiser Permanente, including multiple medical and dental plan options; NHA contributes 100% of the cost of coverage for the employee each year, plus an additional $250/month if the employee adds dependents. Alternative care and vision included in some plans.

•     7% match, after the first year of employment, for our 403(b) plan with T. Rowe Price.

•     Generous vacation and sick leave.

•     4 weeks of paid parental leave.

Northwest Housing Alternatives is committed to supporting a diverse workforce and does not discriminate in employment based on race, color, gender, religion, national origin, age, disability, marital status, sexual orientation or gender identity, or any other status protected by law