Admin Operations Coordinator

Posted by on Nov 7, 2016 in | Comments Off on Admin Operations Coordinator

This position is 20-30 hours a week as part of the team responsible for the administration of White Bird Clinic and all of its programs, services and operations. Focus is on ensuring smooth day to day operations in the areas of supplies, maintenance, record keeping, communications, and IT.

20-30 hours per week.

Pay and Benefits:

$15.40 per hour

Job Description:

1. At least three years experience in administrative/management position with preference for non-profit work.
2. Proficient in word processing, spreadsheet and database management programs.
3. Previous experience in Operations related position.
4. Working knowledge of IT and database related programs.
5. Able to multi-task, and at the same time, be accurate and amusing.

1. Support Core Administrative Team with facilities management, routine supply ordering and updating/maintaining agencies Policies and Procedures Manual.
2. Facilitate work of other Admin Support staff to further agency operations.
3. Support Statistical Coordinator and assure timely and appropriate data collection and input.
4. Monitor, maintain, and improve computerized file maintenance, record keeping, data bases and meeting minutes including Admin, AdCo and Community.
5. Create and maintain systems to distribute mail, emails, and other agency wide communications.
6. Collect and organize data needed for reporting including UDS, HSC, State, County, City, Foundation, and Isler requirements.
7. Coordinate Board Agenda, Board rep. lists, and set up for Joint board meetings
8. Keep and respond to ongoing lists of current needs, projects, timelines, P&P updates.
9. Ensure that donation database is up to date and buckstop yearly bulk mail donation drive including managing database and tracking receipts and thank you cards.
10. Coordinate record requests for the agency insure timely and appropriate responses to requests made for any department.
11. Ensure all records related materials are appropriately archived and/or properly destroyed.
12. Participate in special projects to support the agency and its programs.
13. As a member of the Admin Team: attend internal meetings – program, hiring, AdCo and Community as needed; assist in fundraising efforts, information-sharing, monitoring and keeping agency vibes clean, and troubleshooting; back-up the work of the other administrative positions.
14. Complete New Volunteer Training.

This position reports to the Administrative Team. Daily schedule varies. 6-month probation period.


You can apply online by filing out the form below or you can download the application packet here and mail it in.

Instructions: Please read job description and summary of the history of White Bird Clinic, then complete this application and submit it to the Clinic by the advertised deadline. Please be sure that you have answered all pertinent questions. Feel free to attach copies of your resume or vita and cover letters, if you wish.

First/Last Name:




Date Available:

Driver's License:

List three references, their addresses, phone numbers and occupations:

Reference 1

Reference 2

Reference 3

Provide last date of employment:

Work History: List below your work experience, including volunteer work. Include the job title, name and address of employer, name of supervisor, dates of hiring and leaving, and reason for leaving.

Education: Please list your training and education, including degrees and certifications earned, and list any other qualifications relevant to this position. (If the position you are applying for requires current certification as an RN or EMT in the state of Oregon, please upload a photocopy of your certification with your resume at the bottom of this page.)

Why do you want to work at White Bird? In a collective?

How would you work with a large, unruly, slightly crazy, and occasionally unreliable group of staff or volunteers?

Given the job description and evaluation criteria, please provide any information about yourself that will help us in making a decision.

Supplemental Questions for this position:

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If you have a resume and/or cover letter, use the following to search your file system for those documents.


Cover Letter:

The electronic signature authorizes White Bird Clinic to contact any sources and references to verify and obtain information in assessing my qualifications, unless otherwise specified on application. I certify that all my statements on this application are true.



Please note that after you submit this application it may take up to a minute to submit your application and supporting documents. Please do not close the window or cancel the process until you get the message that your application has been submitted.