JOB ANNOUNCEMENT FOR OFFICE & EVENT ASSISTANT

Location: Roseburg, OR
Appointment Type and Duration: 15-20 hours/per week, Ongoing
Hourly Wage: $16-20/hr depending on Experience
Position closes: open until filled
Reports to: Community Engagement Director

Special Instructions to Applicants:

To ensure consideration, complete applications must include a current resume, cover letter describing your interest in Thrive Umpqua supported with relevant experience, and answers to the following five supplemental questions in 150 words or less:

1. Describe your experience in developing supporting and leading office systems.
2. Describe your approach to customer service and reception.
3. Describe experience that demonstrates your ability to communicate effectively with co-workers, vendors, community partners, adults, and children from diverse cultures and backgrounds.

4. Describe your experience with volunteer coordination.
5. Describe your experience with event planning.

Thrive Umpqua
Thrive Umpqua is the Umpqua Valley’s community well-being initiative continuing the transformative work of Blue Zones Project-Umpqua. Using longevity principles from the longest living populations in the world across the places where we spend the most time, small changes contribute to huge benefits: lowered healthcare costs, improved productivity, and ultimately, a higher quality of life.
Be part of a team that’s bringing innovative leaders together from across the community to improve well-being on a significant scale – making the healthy choice the easy choice - a movement that promises to help your friends, family, and neighbors in the Umpqua Valley thrive.

Position Summary
Thrive Umpqua’s Office & Event Assistant is an exciting opportunity to provide general support for an established community-wide well-being initiative located in Roseburg, OR. This role

includes day-to-day office and clerical tasks that will assist with office support and operations, communications, volunteer coordination, and events. This person is an integral part of ensuring that the team’s operations run smoothly and successfully.

Essential Responsibilities

● Provides support to the Thrive Umpqua team as needed.

● Serves as the first point of contact and provides public-facing communications for the team.

● Cultivates, coordinates, and celebrates volunteers.

● Supports planning and coordination of events.

● Supports systems that streamline staff resources and allow for efficient operations.

● Attends and supports Thrive Umpqua programs and events.

● Works collaboratively with the team and with a positive attitude of service to the community.

● Takes Thrive Umpqua’s Longevity Principles and mission to heart and lives by example.

● Performs other related duties as assigned with a positive and serviceful attitude.

Communication with Visitors, Members, and Internal Team (staff, board, committee

members)

● Provides exceptional customer service with the goal of building relationships and looking for ways to serve by:

• Greeting visitors, volunteers, and groups with a smile and enthusiasm, providing support and information when applicable (upcoming programs and activities, background of Thrive Umpqua and Blue Zones Project, etc…)
• Answering and responding to public-facing office phone calls and email and disseminates messages and/or providing support and information to callers when applicable.

● Ensures flyers and materials are stocked to hand out to visitors

● Manages updating the office calendar to include all events

● Performs clerical duties including typing, filing, making copies, organizing materials, distributing mail, purchasing supplies, and copy editing.

● Prepares letters, flyers/posters, forms, and reports according to written or verbal instructions.

● Assists with behind-the-scenes communication including but not limited to social media and creation of digital newsletters.

● Captures positive individual and community transformational stories.

● Serves as the receptionist (first contact) for the office, greeting visitors and maintaining the front office’s displays.

● Responds to and resolves administrative inquiries and questions.

Data Management
● Data entry (event sign-in sheets, surveys, etc.)

Tracks registration and participation data for events.

● Maintains accurate data in all databases and ensures data is captured if it is missing or inaccurate.

● Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.

Building Support

● Opens office at the beginning of the day and secures office at the end of the day

(depending on office hours).

● Ensures the front office and windows look inviting, up-to-date and decorated in a way that is inclusive to people of all cultures and religions, and with relevant materials and flyers.

● Keeps storage and supplies orderly, functional and updated.

● Responsible for overall office organization and upkeep including managing the office and cleaning supplies inventory and lead on office chores.

Volunteer Coordination

● Develops and sustains a volunteer management strategy that includes recruitment, training, and coordination of volunteers to assist in the implementation of programs throughout the community.

● Leads efforts to recognize and celebrate volunteers’ contributions.

● Tracks volunteer hours and retention.

Events Assistance

● Assists with events: planning, communication, volunteer coordination, packing, set up, tear down, restocking, and more as needed.

● Assists team in all aspects of event or program planning - securing venues, purchasing supplies, preparing promotional materials, event packing, set-up, and tear-down, errands and deliveries, and cold calls.

● Assists in creating a bi-lingual event (Spanish/English) experience.

Special working conditions and physical demands

● Must be able to lift 25 pounds.

● Ability to transport self and materials between events and up and down stairs

● Must hold current Oregon Drivers License and ability to use an insured and safe vehicle throughout Douglas County and occasionally out of the County. All mileage is reimbursed.

● Prolonged periods sitting at a desk and working on a computer.

Work Schedule

This position works 15-20 hours per week, depending on the need. It is expected that the Office

& Event Assistant is available to serve as a receptionist between the hours of 9-5pm, M-F based on the part-time schedule established and to be available for special events on evenings and weekends. A weekly schedule will be set based on the needs of the team.

Minimum Requirements

● High School Diploma or equivalent required

● Culmination of 2-4 years experience in working in a professional office

● Experience following procedures in an office setting, managing customer data and customer service

● Experience working and communicating with the public

● Demonstrated ability to put customers first, ability to prioritize tasks, and attention to detail

● Event planning experience preferred

● Clerical experience preferred

● Experience participating in or volunteering for Thrive Umpqua preferred

● Ability to work collaboratively with community partners

● Ability to explain and present ideas, orally and in writing, to others in a clear manner

● Ability to communicate effectively with individuals from diverse backgrounds and cultures

● Ability to work independently

All offers of employment are contingent upon successful completion of a background inquiry.

Part-time employees earn 1 hour of PTO for every 30 hours worked in addition to 11 paid holidays. This position does not include a health or retirement benefits package.

Thrive Umpqua is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. Thrive Umpqua encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status. Thrive Umpqua is committed to providing reasonable accommodations to applicants and employees with disabilities. To request accommodation in connection with the application process, please contact us.

Thrive Umpqua prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices. Multi-lingual and applicants of color are encouraged to apply.

Advertised: 12/21/22

Applications close: open until filled

Job Type: Part-time

Pay: $16.00 - $20.00 per hour

Benefits:

• Flexible schedule
• Paid time off
• Retirement plan

Schedule:

• 4 hour shift
• Monday to Friday
• Weekend availability

Ability to commute/relocate:

• Roseburg, OR 97470: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person

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