AFT Oregon
 

Administrative Operations Manager

Based in Portland, OR

 

The American Federation of Teachers - Oregon (AFT-Oregon or AFT-OR) is hiring an Administrative Operations Manager to join the Federation. This is a full-time permanent position with excellent benefits.

We seek someone with strong organizational and management skills, the ability to collaborate with union elected leadership and their coworkers, and a demonstrated commitment to union values of racial justice, gender equity, and labor solidarity.

The Administrative Operations Manager is responsible for overseeing the general operations of AFT-Oregon, supervising the staff, including maintaining a relationship with the staff union, ensuring compliance with organizational policies and procedures, and managing organizational resources, including the office. The Administrative Operations Manager manages the day-to-day operations of the AFT-Oregon organization, along with establishing procedures and protocols that align with current employment laws, labor laws, and human resources regulations in Oregon. This position is also responsible for facilitating the planning of AFT-Oregon events.

This position requires collaborating with the AFT-Oregon President, Executive Vice President, and Executive Council on managing the organization in keeping with applicable law, our Constitution and Bylaws, Mission, and best practices.

AFT-Oregon is a 501(c)(5) non-profit umbrella organization for statewide local unions representing about 18,000 members, led by an elected board. We have an annual budget of ~$2M, a professional staff of 9, and an elected leadership of 15 executive council members. Our 27 locals represent college and university faculty, higher education researchers and instructors, graduate employees, classified staff at K12 and community colleges, and emerging union sectors such as childcare, online education, and education nonprofits. The Federation is a central organization which provides institutional knowledge, expert staff, direct support, legislative advocacy, resource sharing, and leadership development. We value bottom-up democratic unionism which trusts that workplace leaders should be at the forefront of decisions which will impact them in matters related to bargaining, organizing, and politics.

This is a salaried position with a starting pay range of $75,000 – $90,000.

Benefits:
This is a full-time supervisory position. It offers generous benefits including 100% employer-covered healthcare and dental for self and dependants, and 12% of salary in additional retirement contributions. Work-life balance remains a priority, with staff enjoying 20 paid days leave annually, which increases with longevity. Staff receive an additional 5 personal days a year, on top of 13 paid holidays and a full paid week of holiday leave between Christmas and New Years. Other benefits include religious observance flexibility, home office stipend, and professional development funds.

Reports to:
President, Executive Vice-President & Executive Council

Work Site:
This job is located at the AFT-Oregon office, which is currently at AFT-Oregon, 10228 SW Capitol Highway, Portland, OR 97219. This position will be primarily in the office Monday - Friday, but will also have some hybrid flexibility, and some required work on weekends. It will require infrequent statewide travel for events and meetings. Must be able to adjust working hours to meet special jobs.

Required Skills and Qualifications

• Degree or certification in Human Resources
• Knowledge of and experience with labor unions
• 3+ years of experience with managing staff and direct reports
• Proficiency in coordinating work in a hybrid setting
• Professional experience with employment law, labor law, and human resources regulations in Oregon
• Strong understanding of harassment and non-discrimination laws and policies
• Professional skill level with Google Workspace, and MS Office 365 software including Excel, Word, and PowerPoint, and demonstrated ability to learn new applications
• Experience with creating and maintaining organized systems, records and workflows
• Initiative in independently planning, organizing, and performing work assignments within broadly defined parameters
• Competence in problem-solving and maintaining a solution-focused approach
• Excellent verbal and written interpersonal skills
• Ability to manage workload as appropriate and remain flexible in adapting to changing priorities
• Ability to handle multiple priorities in a well-organized, detail-oriented, and focused manner
• Ability to meet deadlines and objectives
• Ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds
• Ability to identify systemic oppression in the workplace and apply an anti-racist lens in the performance of all duties
• Disposition to recognize, acknowledge, and address own implicit biases and other expressions of personal biases
• Experience developing and implementing strategies to improve the recruitment and retention of diverse populations
• Experience following and evaluating organizational and project budgets
• Experience with planning in-person and virtual events for up to 200 attendees
• Valid driver’s license and ownership or access to an insured vehicle

Supervisory Duties

• Provide day-to-day management of operations and administrative systems
• Supervise all staff
• Monitor staff workloads and manage the assignment of tasks for team projects
• Manage staff evaluations with assistance from President & Exec VP
• Track and calendar requests for all leave
• Take a lead role in planning and coordinating AFT-Oregon events, in collaboration with Executive Council officers and staff
• Serve as a thought-partner to the Executive Council officers in assessing and addressing challenges to achieving organizational goals

Human Resources Duties

• Lead the hiring committee process including posting jobs, interviewing applicants, and contacting references
• Ensure compliance with relevant employment laws and organizational policies
• Maintain confidential personnel files
• Identify employee policy needs and draft language for updates and new policies
• Write employment contracts in collaboration with management
• Oversee the orientation and onboarding process for new employees
• Serve as a confidential contact for staff complaints

Administrative Duties

• Serve as the main contact for the office
• Manage incoming and outgoing mail, email, phone calls, and other communications
• Manage contact lists, including state leaders list
• Monitor membership and per capita reporting to help identify opportunities for organizing
• Maintain vendor relationships, solicit bids or quotes, and procure equipment, supplies and materials
• Schedule maintenance for building and office equipment
• Manage filing systems and maintain records of reports from staff and Executive Council
• Manage calendars and schedules of events
• Provide host support for Zoom-based virtual meetings and events
• Support and attend Executive Council meetings; prepare meeting materials
• Coordinate travel arrangements for staff and Executive Council
• Other duties as assigned

Financial Duties

• Review payroll reports, bank statements and other financial statements.
• Serve as an emergency backup for the Financial Operations Specialist on payroll and financial reporting

The above examples of typical work activities are meant to illustrate the general range of work functions performed by the position and are not meant to be all-inclusive or restrictive.

To Apply:
To apply for this position, please send a cover letter and résumé to Ariana Jacob at: president@aft-oregon.org. Applications received by September 15th will be given preference; accepting applications until the position is filled.