Project Administrator - Multnomah Education Initiative

Salary: $39,925 - $57,875

Reports to: Multnomah Education Initiative Operations and Policy Director

Status: Full Time

FLSA: Non-Exempt

Benefits:

• Paid Time Off
• Health Benefits Available
• Paid Holidays

Are you interested in being part of a passionate team committed to building a more equitable and inclusive region where all families have the resources and opportunities to thrive? Join United Way!

UNITED WAY EQUITY DEFINITION

We recognize that structural racism and other forms of oppression have contributed to persistent disparities in our region. We must focus our work on the most marginalized groups, and we know that centering race and ethnicity is critical to ending the historical and social inequities that continue to exist in our region.

Purpose of this Role

The Project Administrator will provide administrative support and coordination to the projects that comprise the Multnomah Education Initiative (MEI), including the Early Learning Multnomah (ELM) hub, the Albina-Rockwood Promise Neighborhood Initiative, and communications projects for MEI/ELM and ARPNI across departments in Multnomah County. Provide administrative and project management support to the MEI/ELM team, including fiscal tracking and reporting, updating information on two websites, logistical support for large meetings and projects, working with partners and providers updating content information (newsletter) to ELM website and Preschool Marketplace website. Modeling and supporting a culture of equity and inclusion is imperative in this role.

Key Accountabilities

Website and Communications:

• Conduct periodic review of websites’ content with team members and community partners and update as necessary for accuracy and relevance.
• Keep Preschool Marketplace website current, verify information for accuracy on 150 preschool sites with partners and post updates.
• Keep ELM website content current with meeting notes and announcements, newsletters, public documents, and other content from the Early Learning Team and publicly funded preschools.
• Liaise with UW MarCom staff to provide updates on websites and brainstorm ideas on future events and information.
• Support MEI Director, communications consultants and community partners in producing newsletters and updating other communication tools such as websites.
• Serve as the staff point person for website improvement suggestions from partners, attend community partner meetings for website updates and draft notes for the team and consultants.

Logistical Support:

• Support the team in large meetings which may include taking notes, managing email distribution lists and meeting logistics (invitations, determining location, room arrangements, refreshments, etc.).
• Work with the Administrative Coordinator to make conference and travel arrangements for team members.
• Organize and maintain shared files.
• Create new documentation pathways to direct to resources such as required trainings.
• Support projects that require coordination of partners, sites and/or materials.
• Receive inquiries about MEI and collaborate with teammates to respond in a timely manner, referring unusual or complex inquiries to the MEI Operations and Policy Director and/or the Chief Impact Officer.

Fiscal Support:

• Reconcile travel and expense reports, credit card reconciliations, and expense reimbursements for MEI Team, and Directors.
• Establish and maintain a tracking system for invoices and requisitions received and payments sent.
• Understand and remain up to date on fiscal reporting procedures and ensure that the MEI Team documents all expenses accurately.
• Manage DocuSign for contracts.
• Process payments to subcontractors, ensuring that expenditures are allowable, match program progress (approved by managers) and are within budget.
• Reconcile MEI expenses monthly and at fiscal year-end.
• Liaise with the Finance Department for staff forms (mileage and other reimbursements) and payment tracking.
• Establish and maintain a system to track the actual and anticipated use of funds across numerous funding streams and sectors.
• Address and resolve questions from contractors regarding invoices and payments.

This job description describes the general nature and level of work performed by employees assigned to this position. This is not an exhaustive list of all required duties, responsibilities and skills. Reasonable accommodations may be made to enable disabled individuals to perform the essential functions of the job.

Education, Skills, Experience, and Training Required for this Position

• Database management experience.
• Knowledge of Collective Impact concepts preferred.
• An Associate or Bachelor’s degree in a related field of study or equivalent work experience.
• Prior experience working with racially diverse populations and stakeholders.
• 3+ year’s related nonprofit, project coordination, or administrative experience.
• Intermediate level MS Office experience (Excel, Word, PowerPoint, and Outlook).