Portland State University Chapter of the American Association of University Professors, PSU-AAUP

Portland State University Chapter of the American Association of University Professors

PSU-AAUP Administrative Coordinator (Full Time)

Portland State University, Portland, OR

Since 1978, the Portland State University Chapter of the American Association of University Professors (PSU-AAUP) has been the professional association and labor union representing full-time academic workers at PSU: more than 1,250 employees in total. This includes professors, instructors, researchers, academic advisors and more.

Our Association is about making sure academic workers have a voice at PSU. Every two to four years, we bargain with the PSU administration (we initiate bargaining the successor agreement in 2019). We negotiate improvements on key issues such as fair pay, healthcare benefits, job security and workers' rights. We're passionate about quality education, and we know that our working conditions profoundly influence students' learning conditions.

With high rates of membership and participation, our union has become a community for PSU faculty with a strong, irreplaceable voice on our campus. In addition to our work at PSU, we are affiliated with the American Association of University Professors (AAUP) and the Oregon Conference of the AAUP. We advocate on behalf of higher education faculty statewide and nationally.

A unique opportunity exists for a seasoned working professional with emotional intelligence, strong administrative and computer support skills, is great with people, and who is keen to do work that matters.

Purpose of the Position:
To provide strong administrative coordination support to the Executive Director and an active and strong member leadership team.

Job Duties:

  • Data Management: Maintain our database in Salesforce, which includes contact details and engagement data on the 1250+ people represented by our union. Work with Salesforce Database Designer in completion of the Salesforce implementation. Use Microsoft Access and Excel as necessary to supplement Salesforce database. Collect relevant data. Process monthly updates. Run reports to track key statistics on member engagement. Work with the member leaders and other staff to enhance our ability to extract and apply data to current organizing projects.
  • Event and Project Support: Help us coordinate a range of meetings, socials, public lectures, workshops and trainings to engage our members and the wider PSU community using Eventbrite or other event tracking software. Assist leaders and other staff in the planning process. Arrange logistics (book rooms, arrange event communications, order food, set up, clean up, greet guests and liaise with volunteers). Contribute creative ideas for new events and projects that help us meet our strategic objectives.
  • Volunteer Coordination: Assist and provide limited support to staff internal organizer to implement strategies to track and increase membership and volunteer engagement. Match members with relevant opportunities to get involved, based on their interests. Support Member Leaders with information, tools and resources. Track current volunteer projects, send follow-up emails and provide logistical support.
  • General Administrative Support: Purchase office supplies, liaise with vendors and submit maintenance orders for office equipment. Keep the office clean and tidy. Process incoming membership applications and reimbursement requests. Maintain office presence for member drop ins and deliveries. Troubleshoot and maintain Association computers and equipment; facilitate repairs when necessary. Run copies, prepare mailings, file papers and provide other support as needed for the Executive Council, Executive Director and Internal Organizer.
  • Member Relations: Screen, manage and prioritize calls and visitors for the Executive Director. Provide friendly service to members who drop by the office, call or email. Take minutes at meetings when no secretary is present. Establish positive working relationships with members and facilitate introductions between members to help build a sense of community.
  • Communications: Work with the Member leaders’ editorial team to maintain our online presence on a daily basis, sharing content on labor movement and higher education issues (psuaaup.net, blogs, twitter and the PSU-AAUP Facebook page). Design basic fliers, event calendars and bulletin board content. Draft language, and proofread writing done by others. Manage mailing lists in Mail Chimp. Build capacity by involving volunteers in event photography, blog post writing and other communications-related tasks.
  • Support Association management in employee and labor relations with other PSU-AAUP staff on an as needed basis. Take notes in Association management caucus sessions and meetings with other Association employees; take notes for Association management in collective bargaining sessions, and grievance meetings as necessary; organize and track management proposals, tentative agreements and grievance files as necessary. Provide logistic and administrative support in a confidential capacity to the Executive Director and the Executive Council as needed about Association, management and employment policies and practices.
  • Do daily time tracking in work logs as required for our annual audit.
  • Related duties as assigned.

Job Requirements:

  • Be a seasoned working professional with workplace wisdom, emotional intelligence, and great interpersonal skills
  • Intermediate level proficiency in Microsoft Access, Microsoft Excel, Microsoft Outlook and Microsoft Word and Salesforce. Must be able to pass an intermediate skills test in Access and Excel and Salesforce
  • Familiarity with Eventbrite and Mailchimp
  • Proficiency with social media. Experience with Expression Engine Web Contact Management System (CMS) and Word Press preferred
  • Excellent written and verbal communication skills
  • Experience coordinating volunteers, projects and/or events preferred
  • Articulate. Should explain themselves and subject matter well. Needs to exercise excellent discretion regarding when and what to communicate
  • Presentation. Needs to be able to present an intelligent, professional appearance and present well to higher education faculty. Ability to be a good listener and be empathetic
  • Previous experience working at a labor organization or membership oriented non-profit preferred
  • Reliable. Has to be able to be at work on time when scheduled
  • Organized. Many functions will depend on the Administrative Coordinator for support. Must be quickly able to organize information, manage own time and meet deadlines
  • Ability to keep office and workspace neat, clean and professional looking at all times
  • Be a motivated self-starter with a strong work ethic. Ability to work independently to produce expected results with general supervision and limited support. Ability to be directed with both general and specific supervision
  • Adaptable. Needs to be adaptable and be able to accept changing priorities as assigned
  • Ability to work collaboratively and productively with member leaders and staff from PSU-AAUP and other partner organizations
  • Be able and willing to learn new software programs
  • Fast learner. Needs to be able to understand the position quickly, be able to adapt and thrive in a well-defined organizational structure, and be able to quickly understand and respect the boundaries of the position
  • Be diplomatic and be able to represent the Executive Council appropriately in areas where entrusted with confidential information about confidential matters
  • Willing to have background check (conviction of a crime is not an automatic disqualification for consideration)
  • Willingness to commit to position long term
  • Must be available to start February 15, 2019

Reports to: Executive Director

Location, Hours and Compensation:
Hours, Compensation and Benefits: This is a 12-month, full time confidential non-exempt position. Initial contract will be 12 months. Hours of work are generally 8:30am to 5:00pm. Salary is between $43,000 and $53,000 annually based upon experience.

Location: All work to be performed on and in the vicinity of the Portland State University campus in Portland

Benefits: paid sick time; paid vacation time; paid holiday; retirement program; medical and dental insurance; life insurance; short- and long-term disability insurance; heath care reimbursement account. Employer provided monthly tri-met (public transportation) pass.

How to Apply:
Please send a letter describing why you believe you would be a strong candidate for the position, with a résumé and contact information for 3 references, whom we will call in advance, to: administrative.coordinator@psuaaup.net. Position closes January 18, 2019.

No phone calls please.

Qualified Candidates will be asked to fill out an application. An incomplete application, or an initial letter/resume without references will not be reviewed.

PSU-AAUP is an Equal Opportunity Employer.

WHEN APPLYING: Be sure to indicate that you saw this information at UNIONJOBS.COM.