Overview
Administrative Assistant EPR Compliance Jobs in Portland, OR at WestRock
Organization: Ascension Health Pathways InstituteLocation: Oakland, California (Remote work possible once training is complete)Start Date: July 1, 2025Position Type: Paid Contractor (~20 hours/week @ $28-$30/hr) based on experience Duration: 6 months (with potential for an extension or conversion to a full-time role based on performance and organizational needs)
MUST BE ABLE TO WORK IN PERSON MONDAYS 9-12P and THURSDAYS 10-2P AND REMOTELY WEDNESDAYS (AM or PM this is flexible)
Overview:
Ascension Health Pathways Institute (AHPI) is a 501(c)(3) dedicated to improving the health of our community by creating entryways into health careers, elevating the skills of the health workforce via competency based, culturally relatable instruction and empowering residents on healthy living.
AHPI is seeking an Administrative Assistant for a 6-month contract, with the possibility of extension or conversion to a full-time role based on performance and organizational needs. The role will report directly to the Executive Director.
Key Responsibilities:
1. General Administrative Support
Office Management: Manage daily office operations, including answering phone calls, handling mail, and maintaining office supplies.
Scheduling and Calendar Management: Coordinate meetings, appointments, and events for staff, leadership, and volunteers.
Correspondence: Draft, proofread, and send official correspondence (emails, letters, memos) on behalf of staff and leadership.
Record Keeping: Maintain accurate and organized records of documents, files, and communications, both physical and digital.
2. Financial and Data Management
Data Entry: Input, update, and maintain data in databases and spreadsheets, including donor information, volunteer records, and program-related data.
Expense Tracking: Assist in tracking and processing payments, invoices, and reimbursements. Ensure expenses are properly documented and submitted for approval.
Reporting: Prepare and compile financial and programmatic reports, ensuring data accuracy.
Development Support: Track grant deadlines and assist in maintaining compliance records.
. Event and Meeting Coordination
Meeting Preparation: Prepare agendas, take meeting minutes, and follow up on action items. Ensure all necessary materials and resources are ready for meetings.
4. Support for Leadership and Staff
Executive Assistance: Provide direct support to executive leadership (e.g., scheduling, travel arrangements, meeting preparation).
Project Support: Assist program manager, PC’s and other staff with administrative tasks related to program implementation, including report preparation, document filing, and tracking project progress.
5. Communications and Outreach
Public Relations Support: Assist with external communication efforts, including drafting newsletters, maintaining the organization’s website, and managing social media accounts.
Community Engagement: Support outreach efforts by creating and distributing flyers, email campaigns, and other promotional materials to target audiences.
Donor Relations: Assist with donor communication, including thank-you letters, donor records updates, and contribution acknowledgment.
6. Human Resources and Volunteer Coordination
Volunteer Management: Maintain volunteer databases, track hours, and assist with volunteer recruitment and onboarding processes.
HR Support: Help with staff recruitment by posting job announcements, screening resumes, and scheduling interviews. Assist with onboarding new employees and volunteers, maintaining personnel records, and processing timesheets.
7. Technology and System Management
Technology Support: Troubleshoot minor technology issues (e.g., computer setup, printer malfunctions) and coordinate with IT providers when necessary.
System Maintenance: Maintain and update internal databases, software platforms, and document storage systems, ensuring efficient access for staff.
Skills and Requirements:
Proven experience in programmatic and administrative support.
Strong understanding of nonprofit organizations and their unique needs.
Proficiency in MS Office Suite and Google Applications; experience with Constant Contact, Canva, and Salesforce preferred.
Excellent writing, editing, and verbal communication skills.
Strong organizational skills and ability to manage multiple tasks and priorities effectively.
Demonstrated ability to work independently and take initiative.
Commitment to MIMS’ mission and values, with a passion for promoting social justice and community impact.
Experience working with individuals from diverse backgrounds.
Proficient in Microsoft Office and Google Suite
Strong organizational skills
Benefits:
Opportunity to utilize and enhance your skills in a nonprofit setting.
Flexible work schedule with remote work options.
Potential for career growth within the organization, including the possibility of transitioning to a full-time role.
Inclusion in team meetings and activities to foster a sense of belonging and collaboration.
To Apply: Please upload your resume and cover letter to the Indeed job posting by June 23, 2025.
Event Support: Assist in planning and organizing events, including program events/workshops, community outreach events, and board meetings. Tasks may include securing venues, coordinating logistics, managing RSVPs, and preparing promotional materials.
Job Types: Part-time, Temp-to-hire
Pay: $28.00 – $30.00 per hour
Expected hours: 15 – 20 per week
Benefits:
401(k)
Dental insurance
Flexible schedule
Health insurance
Paid time off
Professional development assistance
Vision insurance
Schedule:
Day shift
Ability to Commute:
Oakland, CA 94607 (Preferred)
Ability to Relocate:
Oakland, CA 94607: Relocate before starting work (Preferred)
Work Location: Hybrid remote in Oakland, CA 94607
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Title: Administrative Assistant EPR Compliance
Company: WestRock
Location: Portland, OR
