ADMINISTRATIVE SUPPORT COORDINATOR

JOB TITLE: ADMINISTRATIVE SUPPORT COORDINATOR
LOCATION: Nez Perce Wallowa Homeland Visitor Center, Wallowa, Oregon
STATUS: Part time estimated 20 hours per week (may vary by season) At-Will Non-Exempt.
COMPENSATION: $23 - 25 PER HOUR DOE
DIRECT SUPERVISION: NPWH Executive Director
REPORTS TO: NPWH Executive Director
DESCRIPTION:
The NPWH is seeking an energetic, highly organized, and cheerful team member to serve as staff support for our Indigenous led, place based 501 (c) 3 nonprofit. Our organization is rooted in community building and celebrating the preservation of Plateau culture in the Wallowa region. We do this through a myriad of programming including the Tamkaliiks annual celebration and powwow. The property includes a dance arbor, longhouse and kitchen, a historic farmhouse, horse corrals and camping amenities, as well as a downtown Wallowa office and visitor center.
The Administrative Support Coordinator serves as the front office greeter and as a central hub for communication with the public, staff, officers, and board members of the organization. Responsibilities include program and records management; maintaining visitor center displays and brochures; managing facilities reservations and scheduling; and working closely with the Executive Director to support board and committee functions. This includes maintaining meeting calendars and Zoom schedules, arranging meetings in person or via Zoom, and preparing reports and correspondence under the supervision of the Executive Director. The role also supports the organization’s social media presence and timely updates to web content in a professional manner. Travel is rare, with occasional travel may be required to attend meetings in Oregon, Washington, and Idaho in support of executive staff or board activities. Preferred Qualifications
● Education: Associate degree or equivalent experience is a plus. Education and experience may be demonstrated through a combination of formal education, relevant work experience, and demonstrated comfort with technology.
● Experience: Experience in a complex office environment with minimal supervision. Prior experience working with the public, boards, and professional staff as a team member. Ability to multitask in responding to public and digital inquiries, updating webpages, performing office duties related to displays and inventory, and maintaining office and personnel records, petty cash, and receipts in a professional manner. Ability to work cooperatively under the direct supervision of the Executive Director and with NPWH staff, volunteers, contractors, and board members. Ability to prioritize work assignments with varying degrees of urgency. Proficient in Windows, Google Workspace, Microsoft Office, Zoom, and social media platforms such as Facebook or Instagram.
● Community Awareness and Cultural Competency: Familiarity with Plateau culture and communities and the Eastern Oregon communities is a plus. Must be friendly, helpful and maintain a professional manner for volunteers and others within all programs.
Essential Personal Qualities:
This position requires someone who is:
● Warm, friendly and able to interact comfortably with a wide range of personalities.
● Flexible and able to “roll with” changing needs across seasons and programs.
● A willing “pitch in” person who genuinely enjoys supporting others.
● Comfortable with some ambiguity and able to move between multiple tasks smoothly.
● Able to work independently with daily support but without constant supervision.
● Reliable, organized, consistent and attentive to details.
● Discreet with sensitive or confidential information and respectful to maintain the trust and confidence of the organizational leadership.
● Professional and courteous when interacting with the public, tribal communities and volunteers.
● Interested in the mission of the Nez Perce Wallowa Homeland with a willingness to learn about the culture, history and values guiding the organization.
Duties include but are not limited to:
1. Onsite Operations and Visitor Center Presence
● Summer onsite presence averaging 4 hours per day, 4 days per week, with scheduling adjusted to meet visitor needs and program demands (10am-2pm Mon-Thursday preferred when visitor center is open)
● Winter onsite schedule averages two days per week, with supervisor discretion for at-home work.
● Maintain a welcoming visitor center environment.
● Restock brochures, keep public area and staff office organized and tidy.
● Responsible to open center and securely lock facilities at end of shift.
2. Facilities Reservations and Calendars
● Intake reservations requests both online or over the phone for facilities including farmhouse, longhouse, kitchen, visitor center and arbor.
● Inform requesting parties of facilities policies including clean up or deposits for reservations as well as any availability conflicts.
● Confirm reservations and maintain/update and manage reservation calendars to share with Executive Director and other staff including contracted cleaning personnel.
● Responsible to send confirmation, verify dates, number in party of reservation, secure any deposits, coordinate virtual key box access and update to secure premises between reservations.
3. Financial Administrative Support
● Log receipt of all funds received within the Visitors Center including reservation deposits, donations to the organization or other funds properly identified.
● Enter donor data into the customer resource management (CRM) system; send donor thank you letters; maintain donor mail list accuracy; pull donation information reports as requested by Executive Director.
● Maintain and track petty cash expenditures and reimbursement on a spreadsheet for monthly review.
● Monitor and provide inventory reports for visitor purchases log and for office and cleaning supplies as needed.
4. Volunteer Coordination and Support
● Organize and maintain volunteer contact records, including contact information, availability, interests, accessibility needs, and specialized skills.
● Track volunteer hours and activities
● Send timely correspondence via mail or email or text regarding upcoming events, work days or other needs for volunteer assistance
● Send thank you’s and assist with any volunteer recognition events
● Support volunteer recruitment and the growth of the volunteer community
● Assist in organizing food or supplies necessary for planned events supported by volunteer work.
5. Committee and Board Support
● Assist the Executive Director with scheduling meetings, calendars and meeting reminders.
● Maintain Board and Committee rosters including Advisory Council Members/volunteers serving on committees.
● Prepare meeting packets
● Upload documents to the office drive for committee access.
● Maintain confidential information relating to all personnel records separate from other office files or access exception as authorized by the Executive Director.
● Assist with note taking on a limited basis for specific committees.
6. Communications and Social Media
● Answer phones, email inquiries and greet visitors.
● Monitor and route inbox mail or inquiries to appropriate personnel.
● Post updates to organizational social media platforms (Facebook and IG)
● Update website and other public-facing information, including board information and relevant organizational updates.
● Respond to and coordinate facilities reservation inquiries.
7. Records and Documents Management
● Maintain personnel, vendor and program files.
● Ensure documents, both digital and hard copy are securely filed.
● Update organizational spreadsheets as needed.
● Maintain meeting calendars (staff, committees, facilities) and send reminders via email or text.
8. Other Duties as Assigned
● Other duties as assigned by your direct supervisor may relate to tasks assigned within the scope of operations of the organization or a related program or event or committee.
BENEFITS:
The NPWH provides Personal Time Off. PTO is pro-rated depending on the approved work hours in this job description. It is earned from date of hire and can be used for sick leave or personal time. It is available on an annual basis and cannot be cashed out or carried forward. No health or life insurance benefits included.