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Administrative Assistant (2 Positions)

Please see Special Instructions for more details.

Two positions are available. For the writing sample, please include a brief 1-3 page sample of writing that was predominately authored by you. This can be a transmittal letter unrelated to this application; an event planning document; a story for a website informing an audience about an event or general information, or an excerpt from a larger writing that demonstrates clarity of communication. Employees who are hired into positions that are 100% funded pursuant to Federal, State or foundation grants of limited duration shall be exempt from Article 18, Section 2,(d),

Position Information

Position Information

Posting Number: STA20110630
Job Title: Administrative Assistant (2 Positions)
Working Title: Administrative Assistant
Position Class: Staff
Department: Law Natl Crime Victim Law Inst
Job Summary:

Theses are a grant funded positions. Continuation of this position is dependent upon renewal of grant funding. The grants funding this position include OVC Wraparound, OVC Post Conviction, NIC Post Conviction, & OVC Rural Legal Services.

The National Crime Victim Law Institute (NCVLI) is a 501©(3) nonprofit legal institute located at Lewis & Clark Law School in downtown Portland offices. NCVLI promotes crime victims’ rights in criminal and civil justice systems nationwide through amicus curiae participation, technical assistance to others, and education of the criminal justice system, including teaching an on-campus legal clinic. NCVLI is funded primarily by federal grants. This position provides primary administrative assistance to the Executive Director, helping organize, generate, catalog, and update information and schedules of fast-paced organization, working with Executive Director’s files and with NCVLI’s websites, on-line data management systems, and physical files. Coordinates communications between NCVLI’s downtown Portland location and Lewis & Clark College/Law School.

This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of Teachers. http://www.lclark.edu/dept/hr/lccssa.html

Lewis & Clark College will conduct background checks on the finalist(s). Lewis & Clark College is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex or age. Questions regarding Title IX may be referred to the Title IX Coordinator or OCR.

Minimum Qualifications:

•High school diploma or equivalent, plus two years of formal college course work, or the equivalent in experience and/or uncredentialed training, in English, composition, business, or related fields.
•2-4 years of experience in related administrative support tasks. Strong technology skills.
•Proficiency in: Microsoft Word, WordPerfect, and other word processing systems; electronic communications media such as fax and email; a variety of software and programs, with strong capability to learn new software and programs;and PowerPoint and Excel (or similar spreadsheet applications).
•Experience with website maintenance.
•Strong interpersonal and public relations skills Strong interpersonal skills that can be deployed on telephone, in person, and in writing.
•Ability to work in a fast-paced, small office and handle and follow through with multiple tasks and independently prioritize tasks.
•Strong writing, proofreading, spelling, grammar, and punctuation skills.
•Must be organized, detail-oriented, accurate, efficient and have the ability to work independently and as part of a team.
•High standards of ethical conduct and confidentiality.
•Strong desire and capability to learn new software and programs, including marketing/publishing software (i.e., Indesign) and technology used to facilitate technology-assisted trainings/meetings.

Preferred Qualifications:

•Experience assisting with communications efforts that tell story of organizational progress.
•Experience working in victim services field
•Nonprofit experience.
•Experience with legal field, including paralegal or legal assistant experience.
•Experience conducting legal intake or working with persons in distress.
•Experience working with a diverse audience
•Bi-lingual

Anticipated Position Start Date: 11/30/2017
Posting Date: 11/03/2017
Closing Date:
Open Until Filled Yes
FTE:

1.0

Weekly Hours 37.5
Months Worked Per Year: 12
Special Instructions to Applicants:

Two positions are available.

For the writing sample, please include a brief 1-3 page sample of writing that was predominately authored by you. This can be a transmittal letter unrelated to this application; an event planning document; a story for a website informing an audience about an event or general information, or an excerpt from a larger writing that demonstrates clarity of communication.

Employees who are hired into positions that are 100% funded pursuant to Federal, State or foundation grants of limited duration shall be exempt from Article 18, Section 2,(d),

Pay Rate: $18.13/hr
Essential Functions:

Duty 1: Assist with all aspects of NCVLI functioning: organizing and generating correspondence, managing filing systems, generating letters, assisting in the formatting and production of documents, scheduling travel and conference calls, answering NCVLI main line and victim line, coordinating calendars, making bank deposits, assisting in meeting project deadlines, and coordinating communications between NCVLI’s downtown Portland location and Lewis & Clark College/Law School.

Duty 2: Responsible for general office operations, including ordering supplies within budget, maintaining office inventory, trouble-shooting office needs, scheduling staff meetings and trainings, and aiding with personnel file maintenance.

Duty 3: Provides administrative support to all fundraising and communications efforts, including contact database management.

Duty 4: Provides administrative support for grants through tracking, reporting, and file maintenance, and assisting in meeting project deadlines.

Duty 5: Maintains the NCVLI policies and procedures and employee handbook; coordinating new employee and intern/volunteer orientations.

Duty 6: Participates on team developing and implementing marketing and development of organization, including design, creation, and dissemination of marketing materials.

Duty 7: Participates on team that maintains NCVLI websites; collects, organizes, catalogs and updates web-based and physical NCVLI information and libraries.

Duty 8: Assists with marketing, coordination and execution of all in-person and technology assisted trainings, including marketing, registration, venue selection, trainee satisfaction, tracking and volunteer coordination.

Duty 9: Assists with legal matters, including file creation and maintenance, document formatting and tracking, and integration of students into work of the office.

Duty 10: Other duties as assigned.

Name of Grant(s):

Office for Victims of Crime

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have at least a High school diploma plus two years of formal college course work, or the equivalent in experience and/or uncredentialed training, in English, composition, business, or related fields?
    • Yes
    • No
  2. * Do you have at least two years of experience in administrative support tasks similar to this position?
    • Yes
    • No
  3. * Please describe your experience working in a small, fast-paced office environment or an equivalent experience.

    (Open Ended Question)

  4. * Please briefly describe your experience working with computers, databases, or softwares.

    (Open Ended Question)

  5. * Please describe specifically how you meet the required qualifications of this position - including your level of proficiency with the specified word processing, spreadsheet and database programs.

    (Open Ended Question)

  6. * What is your experience working with a diverse population and why is diversity important?

    (Open Ended Question)

  7. * How did you hear about this employment opportunity?
    • No Response
    • Diversity Jobs
    • Higher Ed Jobs
    • Higher Education Recruitment Consortium (HERC)
    • Oregon Employment Department
    • Partners in Diversity
    • Washington Employment Department
    • Mac's List
    • Inside Higher Ed
    • The Chronicle of Higher Education
    • Career Fair
    • Indeed
    • Other (please specify below)
  8. Other (specify below)

    (Open Ended Question)

Required Documents

Required Documents
  1. Cover Letter
  2. Resume
  3. Writing Sample
Optional Documents
  1. Letter of Reference