Administrative Manager

Position Title: COFSF Administrative Manager

Details: Independent Contractor, 20 hours per week

Compensation: $30-$40 hourly, dependent on experience

Location: remote in central Oregon

Desired contract length: September 1, 2024 - February 28, 2025

Reports To: COFSF Board of Directors

BACKGROUND & DESCRIPTION

The Central Oregon Forest Stewardship Foundation (Foundation) seeks a candidate for the Administrative Manager role who is passionate about the central Oregon land stewardship and non-profits, who has excitement for pioneering and innovative efforts, and who possesses strong organizational skills.

The Foundation’s mission is to increase the quality and quantity of forest restoration and stewardship in Central Oregon. We do that by advancing innovative leadership and connecting land managers and practitioners to resources, expertise, and each other. We enhance information sharing, host workshops, showcase demonstration projects, and support effective collaborative practices (www.cofsf.org).

The Administrative Manager will ultimately support COFSF through programmatic work: the Central Oregon Shared Stewardship Alliance Program (COSSA) and the Climate-Adapted Workshop Series. To do this, the Administrative manager will engage in a range of responsibilities including: event logistics, transcribing and disbursing meeting materials, maintaining calendars, tracking operations, monitoring budget, outreach and engagement, and aiding the COFSF Board of Directors.

This position will work closely with the COFSF Board Chair, other contracted personnel, and various planning teams and committee members, and will report directly to the COFSF Board of Directors.

Please note: there is no dedicated office space. This position will work remotely in central Oregon with regular in-person events, especially in Summer.

How to apply: please fill out this Google Form by the end of day August 12, 2024, and include your resume, cover letter, and two references.

If you have questions, contact staff@cofsf.org.

Interviews will be held via Zoom on August 16, 2024.

The Foundation fiscally sponsors two forest collaboratives: the Deschutes Collaborative Forest Project (DCFP) and the Ochoco Forest Restoration Collaborative (OFRC) in light of its mission to support effective collaborative practices.

There is potential for additional hours and scope for this position.

Please let us know if you want to be considered for the Administrative Assistant position with the DCFP or if you have a financial background or interest to do accounts receivable and payable for the Foundation.

https://deschutescollaborativeforest.org

RESPONSIBILITIES

1. Contract Finalization (As needed ~5 hours per month)
   1. Support SOW drafting, collect and compile contract information, set vendors up for payment with bookkeeper, gain COFSF board approval, track all contract details monthly, route for signatures, maintain filing
2. Administrative Support for Climate Change Work (~10 hours per month)
   1. Support Climate Coordinator (independent contractors)
      1. Coordinate doodle Polls (or other method) for identifying date/time for meetings of the planning team, working group, and other meetings as set by the planning team
      2. Coordinate all online and in-person meeting logistics:
   2. Note-taking and filing
      1. Take notes for Planning Team, Working Group, field trips, and other meetings as needed
      2. Circulate, revise, and file notes
   3. Submit reporting for grant deadlines
   4. Coordinate and submit all grant deliverables
3. Administrative Support for COSSA (~10 hours per month)
   1. Support Coordinator for COSSA
      1. Coordinate doodle Polls (or other method) for identifying date/time for meetings of the planning team, working group, and other meetings as set by the planning team
      2. Coordinate online and in-person meeting logistics:
         1. Zoom link
         2. Calendar invitations
         3. Email lists for Planning Team and Working Group
         4. Room reservations
         5. Finalize meeting handouts and materials
         6. Distribute meeting handouts and materials
         7. Secure food/beverages as needed
         8. Set-up and clean-up after in-person meetings
         9. Other coordination activities as needed
      3. Send out timely reminders and relevant preparation materials
      4. Note-taking and filing
         1. Take notes for Planning Team, Working Group, field trips, and other meetings as needed
         2. Circulate, revise, and file notes
      5. Undertake Outreach and Participant Recruitment
         1. Develop and finalize outreach e-notices
         2. Compile list of participants and their contact information
         3. Collect and file photos from field trips for use in outreach materials
         4. Support editing and revision of content for web page and other outreach materials
      6. Partners Communication
         1. As needed, support partners to understand and engage in COSSA work
      7. Submit reporting for grant deadlines
      8. Coordinate and submit all grant deliverables
4. Administrative Support for Grant Writing (as needed)
   1. Support grant writer with help as needed, including:
      1. Draft and distribute templates of letters of support
      2. Coordinate completion and signing of letter of support
      3. Provide budget information as needed (match, hourly rates, etc.)
      4. Support coordinating meetings for partners to discuss grant narrative content
5. Administrative Support for Board of Directors (~20 hours per month)
   1. Attend board meetings
      1. Record notes
      2. Track follow-up activities
   2. File minutes into shared Google Drive, and organize folders accordingly
   3. Send meeting reminders and materials available
   4. Track meeting attendance for match requirement
   5. Provide administrative support to board members upon request and as hours allow

Requirements

DESIRED SKILLS & EXPERIENCE

• A minimum of 2 years working in administrative roles or equivalent supporting document management, communication, or project management.
• BA/BS in a relevant field, or equivalent working experience.
• Strong ability to work independently while also demonstrating commitment to working in a collaborative team environment, and under the guidance of the COFSF Board
• Strong written and oral communication skills; this position requires significant writing in the form of reports, grants and outreach materials as well as public engagement
• Strong organizational skills, including budgeting, work plan development, and other organizational management systems
• Demonstrated ability to work
  • in interagency and multi-jurisdictional teams
  • effectively with a broad array of organizations, individuals, personalities, and interests and a mixture of volunteer and staff
• Strong ability to work independently while also demonstrating commitment to working in a collaborative team environment, and under the guidance of COFSF Board
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment
• Possess excellent emotional intelligence and relationship-building skills
• Ability to learn new technology and skills
  • Fluency in Google Suite, Google Shared Drive, Constant Contact, Wordpress, Zoom, Microsoft Teams, Adobe Suite, and QuickBooks are a plus
• Skills and experience that are a plus: facilitation, familiarity with the central Oregon landscape, forestry, natural resources, outreach, graphic design