Position Title: COFSF Administrative Manager

Details: Independent Contractor, 20 hours per week

Compensation: $30-$40 hourly, dependent on experience

Location: remote in central Oregon

Desired contract length: December 9, 2024 - February 28, 2025 (Opportunity to extend)

Reports To: COFSF Board of Directors

BACKGROUND & DESCRIPTION

The Central Oregon Forest Stewardship Foundation (Foundation) seeks a candidate for the Administrative Manager role who is passionate about the central Oregon land stewardship and non-profits, who has excitement for pioneering and innovative efforts, and who possesses strong organizational skills.

The Foundation’s mission is to increase the quality and quantity of forest restoration and stewardship in Central Oregon. We do that by advancing innovative leadership and connecting land managers and practitioners to resources, expertise, and each other. We enhance information sharing, host workshops, showcase demonstration projects, and support effective collaborative practices (www.cofsf.org).

The Administrative Manager will ultimately support COFSF through programmatic work: the Central Oregon Shared Stewardship Alliance Program (COSSA) and the Climate-Adapted Workshop Series. To do this, the Administrative manager will engage in a range of responsibilities including: event logistics, transcribing and disbursing meeting materials, maintaining calendars, tracking operations, monitoring budget, outreach and engagement, and aiding the COFSF Board of Directors.

This position will work closely with the COFSF Board Chair, other contracted personnel, and various planning teams and committee members, and will report directly to the COFSF Board of Directors.

Please note: there is no dedicated office space. This position will work remotely in central Oregon with regular in-person events, especially in Summer.

How to apply: please fill outthis Google Form by the end of day December 2, 2024, and include your resume, cover letter, and two references.

If you have questions, contactstaff@cofsf.org.

Interviews will be held via Zoom. You will be contacted with the exact date and time.

The Foundation fiscally sponsors two forest collaboratives: the Deschutes Collaborative Forest Project (DCFP) and the Ochoco Forest Restoration Collaborative (OFRC) in light of its mission to support effective collaborative practices.

There is potential for additional hours and scope for this position.

Please let us know if you want to be considered for the Administrative Assistant position with the DCFP or if you have a financial background or interest to do accounts receivable and payable for the Foundation.

https://deschutescollaborativeforest.org/

DESIRED SKILLS & EXPERIENCE

A minimum of 2 years working in administrative roles or equivalent supporting document management, communication, or project management.
BA/BS in a relevant field, or equivalent working experience.
Strong ability to work independently while also demonstrating commitment to working in a collaborative team environment, and under the guidance of the COFSF Board
Strong written and oral communication skills; this position requires significant writing in the form of reports, grants and outreach materials as well as public engagement
Strong organizational skills, including budgeting, work plan development, and other organizational management systems
Demonstrated ability to work

in interagency and multi-jurisdictional teams
effectively with a broad array of organizations, individuals, personalities, and interests and a mixture of volunteer and staff

Strong ability to work independently while also demonstrating commitment to working in a collaborative team environment, and under the guidance of COFSF Board
Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment
Possess excellent emotional intelligence and relationship-building skills
Ability to learn new technology and skills

Fluency in Google Suite, Google Shared Drive, Constant Contact, Wordpress, Zoom, Microsoft Teams, Adobe Suite, and QuickBooks are a plus

Skills and experience that are a plus: facilitation, familiarity with the central Oregon landscape, forestry, natural resources, outreach, graphic design

RESPONSIBILITIES

Contract Finalization (As needed ~5 hours per month)

Support SOW drafting, collect and compile contract information, set vendors up for payment with bookkeeper, gain COFSF board approval, track all contract details monthly, route for signatures, maintain filing

Administrative Support for Climate Change Work (~10 hours per month)

Support Climate Coordinator (independent contractors)

Coordinate doodle Polls (or other method) for identifying date/time for meetings of the planning team, working group, and other meetings as set by the planning team
Coordinate all online and in-person meeting logistics:

Note-taking and filing

Take notes for Planning Team, Working Group, field trips, and other meetings as needed
Circulate, revise, and file notes

Submit reporting for grant deadlines
Coordinate and submit all grant deliverables

Administrative Support for COSSA (~10 hours per month)

Support Coordinator for COSSA

Coordinate doodle Polls (or other method) for identifying date/time for meetings of the planning team, working group, and other meetings as set by the planning team
Coordinate online and in-person meeting logistics:

Zoom link
Calendar invitations
Email lists for Planning Team and Working Group
Room reservations
Finalize meeting handouts and materials
Distribute meeting handouts and materials
Secure food/beverages as needed
Set-up and clean-up after in-person meetings
Other coordination activities as needed

Send out timely reminders and relevant preparation materials
Note-taking and filing

Take notes for Planning Team, Working Group, field trips, and other meetings as needed
Circulate, revise, and file notes

Undertake Outreach and Participant Recruitment

Develop and finalize outreach e-notices
Compile list of participants and their contact information
Collect and file photos from field trips for use in outreach materials
Support editing and revision of content for web page and other outreach materials

Partners Communication

As needed, support partners to understand and engage in COSSA work

Submit reporting for grant deadlines
Coordinate and submit all grant deliverables

Administrative Support for Grant Writing (as needed)

Support grant writer with help as needed, including:

Draft and distribute templates of letters of support
Coordinate completion and signing of letter of support
Provide budget information as needed (match, hourly rates, etc.)
Support coordinating meetings for partners to discuss grant narrative content

Administrative Support for Board of Directors (~20 hours per month)

Attend board meetings

Record notes
Track follow-up activities

File minutes into shared Google Drive, and organize folders accordingly
Send meeting reminders and materials available
Track meeting attendance for match requirement
Provide administrative support to board members upon request and as hours allow

Central Oregon Stewardship Foundation remote jobs

Administrative Manager