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OREGON AND SOUTHWEST WASHINGTON INDUSTRY LIAISON GROUP
Administrator Position Description
Summary: The Administrator Position is a part-time position (typically 5-15 hours per month) that provides administrative support to the Oregon and Southwest Washington Industry Liaison Group (OSWILG). The Administrator reports to the OSWILG Board of Directors. As described below, the Administrator duties include event management, clerical and administrative support to the Board of Directors, attendance at OSWILG programs, and communications with OSWILG members. This is an hourly position; while there are no fringe benefits, the position offers substantial flexibility and many of the duties may be performed remotely.
The Administrator position is critical to the overall success of OSWILG. The Board of Directors values receiving input and guidance from the Administrator. While ultimately the Administrator performs duties as assigned by the Board of Directors, input from the Administrator helps the Board to refine the duties assigned.
The duties of the Administrator position include, but are not limited to the following:
- Provide administrative and clerical services to the Board of Directors including, but not limited to, the taking of minutes during Board meetings, processing membership applications, processing event registrations, assisting with the Harry S. Chandler Scholarship program, and making arrangements related to OSWILG educational programs.
- Handle communications with OSWILG members including, but not limited to, communications related to educational programs, OSWILG membership, Board meetings, and NILG announcements.
- Participate in monthly Board meetings, which participation may include, but is not limited to, the providing of notice of Board meetings, the taking of minutes during Board minutes, the provision of updates on duties or tasks assigned to the Administrator, and other duties as directed by the Board.
- Organize educational program logistics (approximately 6-8 programs per year) including, but not limited to, the sending and posting of notices, securing a venue, working with the venue on program details (e.g., food, room set up, payments, and parking).
- Provide guidance to Board members to help ensure successful planning/implementation of events.
- Attend all educational programs, handle on-site registration, and interact with venue staff.
- Attend monthly board meetings (most are conducted via conference call), take minutes, and circulate previous minutes and other materials ahead of meeting.
- Assist with the Harry S. Chandler Scholarship program including, but not limited to, sending scholarship announcements to high schools, updating the application form as directed, collecting scholarship applications, distributing received applications to Board members, communicating with applicants, and distributing scholarship funds as directed.
- Maintain databases for association membership and seminar attendance.
- Prepare invoices and receipts.
- Distribute all seminar publicity and other communications.
- Collect and deposit all funds including online payments.
- Prepare checks for associationís bills, balance checkbook and prepare monthly financial reports.
- Perform website maintenance.
- Perform other functions as directed by the Board including, but not limited to sending notices to association members, composing and typing correspondence, and responding to email inquiries.
Skills and Background:
- Event planning including, but not limited to, venue sourcing and reservation, coordination of space, presenter and speaker materials, equipment set up and logistics.
- Proficient in Microsoft Office suite.
- MS Access knowledge preferred, but not required.
- Ability to navigate business tools such as PayPal.
- Basic web page maintenance (knowledge of code not required).
- WordPress web site editing, preferred.
- Demonstrated administrative competence.
- At least 3 years of administrative experience preferred, but not required.
- Professional demeanor and communication skills, both written and oral.
- Attention to detail.
- Ability to work independently.
- Self-initiative to meet deadlines without direct supervision.
Equal Employment Opportunity Employer:
OSWILG is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race/ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, age, or any other status protected by law.