What is the Administrative Support Associate position at the ACLU of Oregon?
As of the date of this posting (April 29, 2024), we are seeking to fill one Administrative Support Associate position.
Summary of this position:
The team member in this position is a doer, implementer, problem solver, clear communicator, and strong writer and editor who is detail- and deadline-oriented, capable, self-motivated, proactive, and supportive.
This position supports and enhances the ACLU of Oregon’s mission, vision, and values by supporting the Executive Director and other colleagues and teams as assigned with administrative support related tasks and projects. (These tasks are described below in the “Core Duties” section of the job description and examples are provided below.)
This position works closely, collaboratively, and supportively with all areas of the ACLU of Oregon, including Administration; Finance, HR, and Operations; Development; Legal; Policy; Community Engagement; and Communications & Storytelling. The following are examples of the types of tasks and projects this position will likely engage in:
- Support the Executive Director and Deputy Director with an array of administrative support tasks like: calendaring and scheduling; making travel arrangements; creating and updating logs and spreadsheets; keeping and updating paper and electronic files; updating manuals and other records; writing and editing documents including communications & storytelling related documents; taking minutes; coordinating and supporting meetings and events; and supporting Board needs.
- Support the Finance, HR, and Operations team by: receiving, reviewing, and disseminating office mail; engaging in office manager type responsibilities including ordering, organizing, and tracking office supplies and equipment; and coordinating a wide array of office-related needs related to in-office furniture and technology.
- Support the Policy Director, particularly during legislative session, with an array of administrative support including: helping review and handle emails and other communications to the Policy Director; finalizing and printing documents; creating and updating logs and spreadsheets; taking minutes; and supporting the finalizing and submission of testimony.
- Support the Legal Director with an array of administrative support including: taking minutes of Lawyers Committee meetings; creating and updating logs and spreadsheets; and editing documents
* These examples are not meant to be exhaustive but instead show the types of tasks and projects this position will be expected to perform.
Who this position works with:
This position is part of our Administration and Finance, HR, and Operations teams and works closely, collaboratively, and supportively with all areas of the ACLU of Oregon.
Location:
This position is a hybrid in-person/remote position. Generally, the position will need to do work in person at our offices in Portland, Oregon, at least once per week, and at times more than once per week as necessitated by tasks and responsibilities. The position will also need to attend all required in-person team and partner-related meetings, workshops, and retreats. During state legislative sessions, this position may be required to engage in frequent in-person tasks and responsibilities in Salem, Oregon, consistent with the needs of the Policy Director and Policy Team.
What values are important and required:
This position requires a strong and continued commitment to diversity, equity, inclusion, belonging, anti-racism, anti-misogyny, anti-transphobia, anti-homophobia, anti-ableism, and all other types of anti-oppression, as well as the proven ability to incorporate these values in work both internal and external to our organization.
Where to get more information:
Please review this job description for more information about this position.
Organizational note:
The ACLU of Oregon reserves the right to make changes to job duties and responsibilities for positions, consistent with the values and operational needs of the ACLU of Oregon, which may change from time to time.
What are the qualifications required for this position?
We are looking for individuals with the following experience, abilities, and values.
Required skills and abilities:
- the ability to exercise excellent judgment, be proactive, work independently, and solve problems;
- strong organizational, prioritization, and multi-tasking skills;
- the ability to effectively communicate with and support an array of team members;
- the ability to write and edit writings so that they are very well written, clear, effective in purpose, and error-free; and
- the ability to quickly learn, use, and troubleshoot a wide array of technology, software, and applications.
* We will prioritize applications via which candidates are able to demonstrate excellence in the required knowledge and abilities in prior work settings for at least two years.
Required equity & inclusion values and experience:
Proven significant and continuous prior commitment to and experience with the values of diversity, equity, inclusion, belonging, anti-racism, anti-misogyny, anti-transphobia, anti-homophobia, anti-ableism, and other forms of anti-oppression.
Preferred:
Prior experience in ACLU of Oregon issue areas: prior litigation experience in several of the following areas — First Amendment, racial justice, criminal system reform, law enforcement accountability, LGBTQ+ rights, immigrant and refugee rights, and systems change or impact litigation.
Required values:
A demonstrated ability to support the goals, priorities, and values of the ACLU of Oregon, including the following values related to building work-related relationships and trust:
- Sincerity: the assessment that you are honest, that you say what you mean and mean what you say. The idea that you can be believed and taken seriously and that your actions are aligned with your words.
- Reliability: the assessment that you meet the commitments you make, and that you keep your promises.
- Competence: the assessment you have the ability to do what you’re doing or propose to do. Note that being competent does not mean being perfect. Part of doing something well is knowing what you don’t know how to do, being willing to learn, and asking for help when you need it.
- Care: the assessment you have the other person’s interest in mind as well as your own when you make decisions and take actions.
Equivalent education and/or experience:
We will consider applicants who can demonstrate non-traditional work-related experiences comparable to more direct forms of work experience or education.
What are the pay & benefits for this position?
This is a regular, full-time, hourly (non-exempt) position with employer-provided benefits. The hourly rate for this position is $29.70, which translates to approximately $61,776 annually based on a 40-hour work week.
Because we have established an internal salary system that centers equity, clarity and transparency, competitiveness, and sustainability, salaries for positions are not negotiable.
Our current excellent benefits package includes:
- paid vacation time
- paid sick time
- paid personal time
- 14.5 paid holidays per year
- office shutdown periods during summer and winter as consistent with the organization’s values and work needs
- flexible Friday hours, consistent with operational needs
- remote work stipend and commute-related benefits
- health insurance (medical/vision and dental)
- life insurance
- long-term disability insurance
- employer contributions to a wellness FSA account
- 401(k) retirement plan with matching and other contributions of up to 5.5% of salary, subject to the organization’s 401(k) plan requirements, which include a vesting schedule
- support for work-related coaching
- parental leave
- funds to support professional development related to work
- funds to support relationship and connection building related to work
Please note that all employment-related pay and benefits provided to ACLU of Oregon’s employees are subject to all applicable policies, practices, processes, and legal requirements, including changes to them that may occur from time to time.
How do I apply for this position?
An application package requires the following three parts:
1. Cover letter. Please include why you are interested in the Administrative Support Associate position and the ACLU of Oregon and the organizational values and issue areas that most call to you.
2. Resume.
3. Work samples. Please provide at least two work samples showcasing skills and abilities that you believe are relevant and important to the skills and abilities required for this position.
4. Optional supplemental question. If you would like to do so, please provide your response to the following hypothetical work question:
- The ACLU of Oregon is engaged in an annual strategic planning process during which it is gathering the following information: (i) the organization’s annual goals and priority work areas and projects; (ii) each department’s annual goals and priority work areas and projects; and (iii) each team member’s annual goals and priority work areas and projects, as well as professional development goals.
- The Executive Director would like the Administrative Support Associate to gather all this information and keep track of it, including any changes and updates to it. The Executive Director would also like the information displayed or visualized so that all ACLUOR team members can review this information in an accessible manner that helps team members coordinate their work across teams/departments and make work plans consistent with organizational and departmental goals.
- Please describe your plan for implementing the Executive Director’s request, including any resources you will use and questions you will ask.
Please submit your materials via this application submission form.
Who to contact for assistance?
Please contact hr@aclu-or.org if you need any assistance accessing the job posting or job application or need disability-related accommodations.