Executive & Program Assistant

Department: Administration Reports To: Executive Director & Senior Program Director Position Type: 1.0 FTE, 40 hours per week, non-exempt Bilingual candidates are eligible for $1.50 Bilingual Differential. This differential is included in the pay range shown above. Eligible for benefits. Application Instructions: All applicants must submit a complete Job Application, Supplemental Questions, and resume via the Job Portal to be considered. Please note: Recruiting scams are on the rise - Make sure to protect your information. HIV Alliance does not conduct interviews or ask for personal information (ID, Social Security, etc.) via text. Additionally, double check the email of who is communicating with you. Email communication from HIV Alliance uses @allianceor.org or comes from noreply@criterionhcm.com. Please report any suspicious activity to Human Resources at ostankey@allianceor.org and/or ldavis@allianceor.org . Position Summary The Executive and Program Assistant position is pivotal, challenging and multi-focal. This position is jointly supervised by the Executive Director and Senior Program Director and assists with all aspects of their departments, including Human Resources, admin support and special projects. Additionally, the position supports the agency’s management in the creation of effective and efficient work teams consisting of staff, volunteers and community members. Essential Functions and Responsibilities General Duties Act as the Executive Assistant for the Executive Director (ED) and Senior Program Director (SPD) in all facets of agency administration, management, development and community relations Provide tools and organization to keep development team (ED, Board, Committees, Task Forces) busy and successful Coordinate setup of meetings Assist in development of administrative work plans Assist ED and SPD with coordination and development of critical agency plans Assist ED and SPD with reports, special projects and correspondence as necessary Assist ED and SPD with applicant recruiting, screening and onboarding Coordinate maintaining official files as designated by the Executive Director Coordinate execution of contracts and critical documents and ensure proper filing Coordinate special projects related to administration and management of agency Research, design and prepare formal and informal presentations Assist with preparations of Executive Summaries and other memoranda Represent the agency at various work-related and social functions at the direction of the ED Maintain sensitive and critical documentation Other projects and duties that may be assigned Support ED and SPD led committees including the Employee Advisory Committee Board Duties Coordinate monthly Board meetings Compile, edit and email monthly board report packets to Board of Directors in a timely manner Maintain Official Board Minutes as public record Onboard new Board Members Act as staff liaison to Board of Directors Support ED in orientation of new Board members Program Duties Assist in completion of program plans Prepare program meeting agendas Assist with tracking program compliance and reports Schedule meetings, create agendas and meeting minutes Research program related topics Assist with program evaluations and client surveys Create and Format program forms, fliers and other materials Coordinate the monthly 340B Workgroup meeting Job duties will expand as needed and as knowledge and ability is demonstrated Conducting and documenting the monthly compliance tasks and semiannual 340B audit Required Qualifications Requires 2 years of related administrative experience Prefer experience showing several years of verifiable, progressive responsibility as executive/administrative assistant Strong organizational and problem-solving skills with ability to prioritize Capacity to think independently and use mature professional judgment Strong written and verbal communication skills Proficiency in Excel, Adobe Suite, Word and file management in Windows Ability to take initiative and balance multiple tasks simultaneously Able to work with distractions and busy surroundings Able to attend to detail Record-keeping and file management skills Able to present professional and pleasant manner at all times with staff, Board and others Ability to learn quickly, willing to ask questions to clarify information and able to get up to speed in short period of time Flexible to respond to unanticipated needs of Executive Director or Senior Program Director and staff, and re-prioritize work tasks as necessary Capable of respecting and maintaining confidentiality in all appropriate agency business Handle stress with grace/sense of humor Impeccable integrity and sense of discretion Self-directed, team player who can work independently Valid Oregon Driver's license, or valid out of state driver's license with the ability to get an Oregon Drivers license within 30 days of establishing residency in Oregon, and a driving record sufficient to be covered by agency auto insurance policy TB test (provided at agency) Flexible hours required, including some evenings and weekends Ability to pass agency criminal background check Physical Demands While performing the duties of this job, the employee is required Repetitive use of hands such as grasping, twisting/turning of wrists, and finger dexterity necessary to perform various clerical duties, such as typing and writing. Frequent use of arms such as pushing and pulling to open and close drawers and cabinets Ability to sit or stand for extended periods of time at an assigned station Ability to bend, stand, and reach to be able to transport clients and to occasionally lift and carry up to 25 pounds (harm reduction kits, naloxone kits, testing and education materials) Continuous clarity of vision at 20 inches or less for processing of paperwork The physical demands described above here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. Working conditions, Travel and Environment The duties of this job require individuals be able to work in non-traditional and community-based settings The duties of this job require regular attendance Ability to work flexible hours, including early mornings, evenings, and weekends Ability to work 5 days per week for a minimum of 40 hours per week Travel to other locations as necessary to complete essential job functions Ability to transport self to job-related events and locations HIV Alliance prohibits discrimination based on race, color, religion, national origin, ancestry, citizenship status, physical or mental disability, age, sex, sexual/affectional orientation, gender identity, gender expression, marital or partnership status, veteran status, political affiliation or belief, genetic information, HIV antibody status or any other factor protected by law or association with any of these classes, in its services, employment, or use of volunteers. HIV Alliance is a community united to stop the spread of the HIV epidemic. We strive to create an environment where everyone is empowered to reach their full potential. We value the diverse perspectives that each of us brings to this work, understanding the influences of culture, race, color, religion, national origin, ancestry, citizenship status, physical or mental disability, age, sex, sexual/affectional orientation, gender identity, gender expression, marital or partnership status, veteran status, political affiliation or belief, genetic information and HIV status in shaping our life experiences. We pledge to listen and ask questions before making judgments, and to continue to educate ourselves and each other. We recognize that we will only be successful against the HIV epidemic in a culture where oppression is not tolerated. Job Type: Full-time Pay: $21.50 - $24.38 per hour Expected hours: No less than 40 per week Benefits: 401(k) Dental insurance Employee assistance program Flexible spending account Health insurance Health savings account Life insurance Paid time off Retirement plan Vision insurance Schedule: 8 hour shift Monday to Friday Work Location: In person