POSITION DESCRIPTION
Volunteer Programs Assistant

Status: Full-Time, Non-Exempt

Background

The Oregon Community Foundation (OCF) is a statewide publicly supported nonprofit corporation that administers charitable funds established through gifts and bequests from individuals, families, businesses, and other nonprofit organizations. OCF makes grants or other distributions from these funds to other qualified charitable organizations principally in the state of Oregon. OCF currently manages over 1400 charitable funds with assets of approximately $1 billion and annual grant awards of $55 million.

OCF maintains a 48-person office in Portland, Oregon with regional offices in Salem, Eugene, Medford, Coos Bay and Bend. A network of 950 volunteers assists the work of the foundation and includes eight regional Leadership Councils, community fund advisors and scholarship and grant evaluation volunteers.

Job Summary

This is a support position to further the Foundation’s commitment to provide high quality, personal service to its volunteers and other constituents around the state. The Volunteer Programs Assistant is supervised by the Vice President for Programs and works closely with staff from the development, community benefit, advised funds and human resources departments and the regional offices of the Foundation. The functions of the position are:

• Support and coordination of the overall OCF volunteer program including assistance to the managers of the Foundation’s various volunteer groups
• Organization of communication with and about OCF volunteers
• Direct administrative support for responsibilities related to operation of the OCF Leadership Councils including Council initiatives and special projects
• Maintenance of the OCF outreach event calendar
• Administrative support to the Vice President for Programs.

As a small organization with a statewide focus, OCF highly values its network of volunteers. This position will support regional activities to engage OCF’s volunteer network. The position will be responsible for ensuring the smooth operation of meetings of Leadership Councils and sub-committees, for developing and maintaining a system for tracking OCF volunteers, for coordinating an organization-wide volunteer training and communication plan and for assisting the Vice President for Programs in coordinating the Foundation’s statewide outreach.

DUTIES/ RESPONSIBILITIES:

Volunteer Program Support

• Create and maintain systems to track OCF volunteers in all parts of the organization, including maintaining current mailing lists. Manage nominations and renewals for fund advisory committee volunteers and Leadership Councils.
• Help identify and meet training needs for OCF staff members regarding principles and practices for excellent volunteer management.
• Work with people within OCF who manage volunteers to ensure that all volunteers are appropriately oriented, trained, and recognized and that records of volunteer involvement are kept current. Assist OCF volunteer managers to recruit volunteers as needed.
• Coordinate a plan for annual written and electronic communication with OCF volunteers including communication through OCF’s website.
• Create and produce customized reports to illustrate and monitor volunteer program activities.
• Update volunteer publications as required to reflect current OCF program polices and procedures.

Leadership Councils

• Make meeting arrangements and produce written materials for the meetings of the eight OCF regional Leadership Councils. Maintain complete files on all Leadership Council meetings and other outreach events.
• Keep current records regarding Leadership Council terms of office, renewals, resignations and appreciation letters.
• Maintain records and reports to help monitor Leadership Councils plans, activities and progress.
• Coordinate production of the semi-annual Leadership Council newsletter and other communication with council members.
• Assist in preparation of reports for the Leadership Councils, board and other staff.
• Assist with managing Leadership Council special projects such as community research, special grant programs or initiatives, post grant site visits, check deliveries and outreach events.
• Coordinate statewide gatherings of Leadership Councils every two or three years.

Other Duties

• Update the statewide combined outreach calendar on a regular basis.
• Coordinate and make arrangements for Foundation community forums and ad hoc outreach events.
• Provide clerical assistance for the Vice President for Programs.
• Assist with receptionist duties, as needed.
• Other duties as assigned.

This job description reflects management's assignment of essential functions. It does not prescribe or restrict the tasks that may be assigned.

Experience/ Skills

• Five or more years progressively responsible experience, including experience working with volunteers in some way
• An Associate or Bachelor’s Degree and experience in non-profit organizations is preferred.
• Excellent working knowledge of Windows, Word, Excel, and experience working in a network environment with an integrated database.
• Strong organizational skills, including being detail oriented and neat, able to work independently and to prioritize and manage several tasks efficiently and effectively within deadlines.
• Demonstrates good creative problem solving and analytical skills.
• Strong oral and written communication skills.
• Ability to work effectively and cooperatively with other staff members in a fast-paced, complex office environment.

Compensation/Benefits

Beginning salary range: $40,000 to 42,000; excellent benefits, including health insurance and pension plan.

To Apply: Send cover letter and résumé to: VOLUNTEERS at The Oregon Community Foundation, 1221 SW Yamhill, Suite 100, Portland, OR 97205 by May 9, 2008. No phone calls please. EOE.