Position Title: Part-Time Administrative Assistant

Status: Part-Time (24 hours)/Non-exempt

Reports To: Director of IT and Operations

Salary Range: $20-24/hr. This role is eligible to receive PTO, sick time, matching 401k, and access to professional development funds.

Location: SW Portland, Oregon

Would you love to be a part of an organization actively working to address suicide, loneliness, youth in crisis, and addiction? Does the flexibility of a 4-day weekend sound like a great match for your schedule? Lines for Life is seeking a part-time Administrative Assistant to coordinate the office activities Tuesdays - Thursdays. We are looking for someone who is courteous, efficient, and comfortable being a team member. The ability to multi-task while maintaining complex schedules and managing administrative support is essential for this position. If you are resourceful, a good problem solver and organized, please consider joining our team.

About the Organization: Lines for Life is a regional non-profit that is dedicated to preventing substance abuse and suicide. We offer help and hope to individuals and communities and promote mental health for all. Our work addresses a spectrum of needs that include intervention, prevention, and advocacy. We educate, train, and advocate to prevent issues of substance abuse, mental illness, and thoughts of suicide from reaching crisis levels. But when a crisis arises or support is needed, we are available 24/7/365 to intervene with personalized help.

Part TIme Administrative Assistant Summary:

This position is primarily responsible for welcoming all visitors who visit or call our office; coordinates complex schedules for meeting rooms and staff; maintains the inventory of office and breakroom supplies; and provides administrative support to special projects. This role is critical to maintaining a friendly, organized and efficient work environment.

Part-Time Administrative Assistant Duties:

• Demonstrate the culture of Lines for Life by modeling behavior that supports the organization’s goals and philosophies.
• Promptly, accurately, professionally and courteously receive all incoming calls on Lines for Life’s main line. Take and deliver messages to staff as needed and follow-up on any calls, voicemails, and emails in a timely manner.
• Coordinate and schedule guest visits, including booking conference rooms, zoom meeting setup, and all associated necessary beverages and food for the meeting.
• Process Lines for Life’s mail appropriately and sign for and process deliveries.
• Assist with clerical tasks including typing, filing, proofreading, data entry, bookkeeping, and with keeping Lines for Life’s contact and general organizational information up to date.
• Coordinate complex schedules for staff and meeting rooms.
• Maintain a clean professional lobby area, conference room, break room, and other common areas.
• Maintain the office and break room supplies by checking the inventory and ordering items.
• Work with vendors to maintain the operation of office equipment including copy, fax and postage machines.
• Assist with training new staff on how to use the office equipment.
• Coordinate and direct building maintenance staff and communicate relevant announcements from the property managers to staff.
• Assist with planning special events and assist with employee and volunteer recognition.
• Provide administrative support for projects, events, trainings, and presentations to departments as needed.
• Keeps immediate supervisor well informed of activities, results of efforts, and problems identified/potential obstacles, and recommends corrective actions.
• Perform other duties as assigned.

Part-Time Administrative Assistant Required Qualifications:

• Associate’s degree or at least 2 years of previous experience coordinating and organizing a club, parent-teacher association, or equivalent organizational role. Non-profit experience is preferred.
• Customer and personal service – knowledge of principles and processes for providing service to both internal and external customers. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Clerical – knowledge of administrative and clerical procedures and systems, such as word processing, managing files and records, and transcription, designing forms, and other office procedures and terminology.
• Technical proficiency in Microsoft Office Suite: Word, Excel, PowerPoint, Outlook and Teams/Slack.
• Experience working with a multi-line phone system.
• Communication skills – ability to greet and handle customers knowledgeably, with patience and respect, excellent interpersonal skills with staff and willingness to work as part of a team, communicating directly with colleagues to resolve any problems or conflicts.
• Excellent organizational skills and ability to keep workspace and common staff areas clean and in order.
• Ability to handle stress in healthy ways.

Part-Time Administrative Assistant Work Schedule:

• Typically work Tuesdays, Wednesdays, and Thursdays during the day for 8-hour shifts in the Portland office.
• May potentially on rare occasions be asked to work in the early mornings, evenings, Mondays or Fridays to provide administrative support during special events.

Part-Time Administrative Assistant Physical Requirements:

• Work is primarily conducted in an office environment requiring sitting and standing for long periods of time.
• This position requires the ability to carry up to 25 pounds.
• This position requires patience and the ability to control one’s emotions, as well as the ability to think analytically.

This job description is not meant to be an all-inclusive list of duties and responsibilities but, constitutes a general definition of the position's scope and function in the company.

EEO: Lines for Life strives to create a diverse, inclusive environment to better represent the communities that we serve. We are an equal opportunity employer.

All Lines for Life employees must be approved to work by the Oregon Department of Human Services’ Background Check Unit. Background checks are completed after a conditional offer of employment has been extended.