Description:
Administrative Assistant (0.375 FTE)
Job Title: Administrative Assistant
Department: Administration / Development
Reports To: Executive Director
FLSA Status: Non-Exempt
Job Location: Springfield and Eugene, Oregon
Schedule: 0.375 FTE (approximately 15 hours per week)
Salary Range: $21.00 – $26.00 hourly - depending on experience and qualifications
FTE: 0.375 – 15 hours a week
CALC’s mission is to cultivate and strengthen historically underserved community organizers and leaders in Lane County. We collaborate with organizations, institutions, and individuals to bring about lasting change in our community.
Position Summary
The Administrative Assistant provides essential operational support to the Executive Director, Development Director, and HR and Finance functions at CALC. This position ensures smooth day-to-day administrative operations by coordinating communications, supporting fundraising activities, supporting human resource responsibilities, assisting with financial documentation and filing, and helping maintain organized systems across the organization.
This role is well suited for someone who is organized, detail-oriented, confident in working independently, and committed to supporting social justice work through strong administrative coordination.
Key Responsibilities
Administrative, HR & Office Support - 40%
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Monitor and respond to general organizational email accounts and phone messages. Route inquiries to appropriate staff.
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Manage incoming and outgoing mail, by checking both the P.O. box in Eugene and the 530 C St Mailbox, each weekly.
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Maintain organized digital and physical filing systems.
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Assist with scheduling meetings, preparing meeting materials, and coordinating logistics.
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Support payroll and HR activities.
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Provide general administrative support to the Executive Director and Development Director.
Finance & Administrative Coordination - 40%
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Make donation bank deposits in coordination with the Development coordinator.
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Support finance processes by collecting receipts, invoices, documentation from staff.
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Assist with organizing and filing financial records.
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Process payments by completing online bill payments and preparing check payments for invoices, ensuring all transactions are handled promptly and recorded properly.
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Coordinate with staff to ensure documentation needed for bookkeeping and reporting is submitted in a timely manner.
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Maintain organized records for grants, donations, and program expenses as directed.
General Organizational Support - 10%
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Help maintain office supplies and basic office operations.
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Assist with simple document formatting, copying, and printing.
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Support staff coordination across programs when administrative needs arise.
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Perform other administrative duties as needed to support organizational operations.
Requirements:
Minimum Qualifications
Education
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High School diploma or equivalent required.
Experience
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At least 2 years of administrative, office support, nonprofit, or related experience.
Skills and Competencies
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Strong organizational and time-management skills.
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Excellent written and verbal communication.
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Proficiency with Microsoft Office or Google Workspace.
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Ability to maintain confidential information.
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Strong attention to detail and follow-through.
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Ability to work independently and prioritize tasks.
Physical Requirements
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Ability to lift and carry materials up to 25 pounds (mail boxes, event supplies).
Seeing (reading documents/computer use) - Regularly (67-100%)
Hearing (phone and in-person communication) - Frequently (34-66%)
Speaking (in-person and phone communication) - Frequently (34-66%)
Standing/Walking - Occasionally (12-33%)
Climbing/Stooping/Kneeling/Bending - Rarely (0-12%)
Lifting up to 25 lbs - Occasionally (12-33%)
Pulling/Pushing/Reaching - Occasionally (12-33%)
Fingering/Grasping/Typing - Regularly (67-100%)
Preferred Qualifications
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Experience working in nonprofit organizations.
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Familiarity with donor databases or CRM systems.
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Experience supporting fundraising or community events.
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Interest in social justice, community organizing, or advocacy work.
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Bilingual or multilingual skills are a plus.
Availability and Travel
Occasional evening or weekend hours may be required during fundraising events or major organizational activities. Limited local travel may occur between Eugene and Springfield locations for meetings or events.
Equal Opportunity and Pay Equity Statement
CALC is committed to providing equal employment opportunities and supports pay equity in accordance with the Oregon Pay Equity Act. We evaluate pay based on the knowledge, skills, experience, and qualifications required for each position and promote a work environment free from discrimination or retaliation.
As an Equal Opportunity Employer, we value a diverse and equitable workplace. We strongly encourage women, people of color, LGBTQIA2S+ individuals, people with disabilities, and veterans to apply.
Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, marital status, medical condition, or any protected category prohibited by local, state, or federal law.
Disclaimer
This job description is intended to provide a general overview of the position and does not represent an exhaustive list of duties or responsibilities. Duties may change as organizational needs evolve, and employees may be expected to perform additional responsibilities as needed.
This job description is subject to review and change. This is not a contract. The employee's signature indicates that this position description has been received, read, and understood.
