Posted January 18, 2008
www.miusa.org

Mobility International USA (MIUSA), a nonprofit organization founded in 1981 and based in Eugene, Oregon that promotes international exchange and international development opportunities for people with disabilities, seeks qualified people for its full time Office Coordinator/Executive Assistant position. Full benefits are available to regular staff employed 20 hours per week or more.

MIUSA seeks an individual with experience in non-profit administration, office management, administrative support, and who also has a passion for disability and international exchange. One full-time, regular assistant position is open to be filled by an individual with excellent interpersonal, organizational, writing and office skills that can multi-task in a fast-paced office environment. This position reports to the Director of Administration.

Office Coordinator Responsibilities: 

Assists and supports office staff and operations including (but not limited to) the following, as assigned:

• Balances ongoing projects with daily tasks, taking initiative to respond to priorities

• Works with the Director of Administration and Financial Manager to review procedure manuals and coordinate the implementation of new and modified documents and forms

• Schedules staff meetings and inservice trainings as requested 

• Processes invoices and payments; documents the process in writing and ensures timely and accurate records;

• Coordinates the annual donor drive mailing

• Coordinates the bi-annual MIUSA Global Impact newsletter including project management, solicitation of articles, collaborating with printers and graphic designers, and mailing

• Enters data from the public into Microsoft Access databases; updates existing data records to ensure integrity of data

• Schedules, negotiate and oversees work with vendors and building management

• Recruits, trains and delegates tasks to general office volunteers by establishing expectations, prioritizing objectives, monitoring work loads, and providing support as needed

• Maintains accurate inventory accounting systems and inventory storage

• Deposits banking transactions and deposits

• Tracks in-kind donations and cash expenses

• Coordinates production of materials in alternative formats as needed

• Develops content and post simple updates to general sections of the MIUSA website as requested

• Maintains accurate and well organized electronic and print files and records including correspondence, financial records, forms, materials and supplies

• Sorts and distributes mail, messages, faxes, forms and memos to appropriate staff

• Orders office supplies and ensures supplies are sufficiently stocked and reordered

• Initiates office maintenance projects, including initiating office clean up and recycling

• Responds to general inquiry e-mails and phone calls; screens general email and routes it to the most appropriate staff

• Assists MIUSA team members with general office tasks (i.e. answering phones, mailings, copying, and greeting visitors, etc.)

• Serves on Safety Committee and organizes committee meetings as needed

• Completes other tasks as assigned

Executive Assistant Responsibilities:

• Responds to challenges, assignments, and priority requests; sees beyond own tasks by prioritizing, taking on new assignments and rearranging tasks to help fulfill the organizational goals

• Assists the CEO with National Advisory Council and Board of Directors meetings, communications and coordination of follow-up activities

• Assists the CEO by screening, printing and organizing daily email

• Provides reasonable accommodation to the CEO as needed, which may include typing, filing, lifting up to 40 lbs., and other needs as appropriate

• Draft written correspondence with accuracy, professionalism and efficiency

• Route documents and forms for signatures and review

• Conducts research to identify best practices and tools used by other similar organizations; makes fact-finding calls and processes information from Internet research as requested

• Assists with proofreading and copyediting

• Collaborates and communicates with the staff on program needs and priorities as directed by the Director of Administration; contributes ideas for improving the efficient work flow of the team

• Additional requirements:

• Accepts other tasks as necessary when responsibilities allow

• Takes initiative and is proactive in solving problems

• Maintains a helpful, positive and professional demeanor

• Adheres to MIUSA’s personnel policies and procedures stated in the policy manual

• Describes MIUSA effectively in phone and written correspondence

• Is detail oriented and able to multi-task effectively in a fast paced office environment

• Works as part of a team

• Is CPR/First Aid certified prior to hiring or will get certified before working on an exchange program

Qualifications:

• B.A./B.S. degree required

• Experience working in a non-profit, civic or educational setting desired; previous experience working in an office environment is required

• Experience managing office systems and operations; demonstrated experience initiating improvements and developing efficient systems

• Excellent detail-oriented, multi-tasking, organizational and prioritizing skills

• Excellent typing and computer skills; demonstrated proficiency using Microsoft Office applications; some experience with web publishing or basic desktop publishing desired

• Excellent writing skills for professional correspondence and email communication

• Excellent multi-line telephone skills

• Excellent interpersonal communication and cross-cultural skills; ability to exercise courtesy, professionalism and tact in contacts with the general public

• Ability to effectively participate in staff meetings when there may be differing expectations of participants

• Ability to multi-task in a fast paced environment

• Ability to work independently and take initiative in assigned duties

• Ability to maintain confidentiality

• Ability to anticipate needs and adjust tasks as needed to achieve larger organizational goals

• Demonstrated ability to work effectively in a team environment

• Exhibit good listening and comprehension skills including giving and welcoming feedback

• Understanding of disability issues from a rights based perspective and passion for international issues is desired

To apply:

Applications are due by February 3, 2008 at 5:00 p.m. for initial consideration. Position open until filled.
Send cover letter, resume, and  with “Office Coordinator” in the subject line and updated resume via email to:
E-mail:  crothvinson@miusa.org

Or, via postal mail to:

Mobility International USA
ATTN: CERISE ROTH-VINSON
Director of Administration
132 E. Broadway, Suite 343
Eugene, Oregon USA  97401

www.miusa.org

Salary commensurate with experience including excellent benefits for regular staff working 20 hours or more per week.  Equal Opportunity Employer. No calls please.