Division Coordinator

Job Details

• Level: Entry
• Location:
  
  NEEA - Portland, OR 97204
• Position Type:
  Full Time
• Education Level: 4 Year Degree
• Salary Range: $60,000.00 - $65,000.00
• Travel Percentage:
  Negligible
• Job Category:
  Admin - Clerical

Salary range: $60,000 - $65,000, exempt.

Salary is based on the applicant's Experience, Knowledge, Skills, and Abilities.

The Division Coordinator serves as a central point of coordination and support within the Business Administration (BA) Division, ensuring smooth operations and alignment across teams. The role works closely with the division leader and team members to enhance operational efficiency, streamline processes, and foster effective communication. Acting as a resource for planning, organization, and problem‑solving, the Coordinator helps maintain consistency in workflows, supports key deliverables and processes, and conducts day‑to‑day activities that contribute to the BA Division’s overall goals.

This position is based in the Portland, OR metro area, with a hybrid work location. Candidates must be able to work at least 2 days per week on site at the NEEA office location and be eligible to work in the U.S. (NEEA does not provide visa sponsorship and remote work outside of the U.S. is not allowed).

• Coordinate and support key deliverables to ensure that goals or objectives are accomplished within timelines defined by team leads and/or managers.
• Manage the corporate credit card(s) for the Division and conduct monthly credit card reconciliation.
• Support Division meetings (scheduling, soliciting input, developing agenda and presentation materials, facilitating the meeting, and supporting follow‑up items).
• Support Recruiting by performing initial resume screening, phone screenings, and scheduling/coordination of interview panels.
• Assist contracting team by managing contract owner communications and completing administrative tasks (Docusign, financial system approvals, etc.).
• Support project management through tracking deliverables, scheduling meetings, and coordinating efforts.
• Leverage NEEA tools and systems to support the division objectives, including NEEAforce (Salesforce), Hub Spot, Asana, Workday, and SharePoint.
• Support the contracting process by tracking progress, identifying and removing bottlenecks, posting request‑for‑proposals and request‑for‑qualifications, and providing other administrative support as needed.
• Support division communications, processes, projects, and reporting needs as requested.
• Provide general administrative support for division staff (calendar management, meeting support, office supply inventory, document posting, conference coordination, travel coordination).
• May provide secondary support for facilities and events as needed.
• Exercise discretion in managing correspondence and information, escalating issues where appropriate.

This position has no direct supervisory responsibilities.

• Bachelor’s Degree.
• 3+ years of demonstrated experience in a similar role.
• Proficiency in Microsoft Word, Outlook, PowerPoint, Excel, and SharePoint.
• Ability to develop and manage project plans and schedules.
• History of proactively communicating changes and progress to ensure completion of projects on time and within budget.
• Strong attention to detail, accuracy, and thoroughness.
• Proven skillset to monitor own work to ensure quality.
• Ability to prioritize and plan work activities while remaining flexible, adaptable, and enthusiastic about supporting the team.
• Well‑organized self‑starter with the ability to multi‑task and be proactive in a complex environment.
• Ability to speak and write clearly and persuasively in positive or negative situations.
• Good listening and clarification skills.
• Responds well to questions and feedback.
• Presents information and data effectively.
• Demonstrated customer service skills and orientation.
• Ability to collaborate across multifunctional teams.
• Developing interpersonal and judgment skills to influence internal and external teams to implement plans and meet deadlines.
• Equivalent combination of education, experience and training that would provide the knowledge, skills and abilities required for the successful performance of the essential job duties will also be considered.

• 90% of medical/dental premiums paid by NEEA, including for dependents.
• Employer funded Health Savings Account.
• 136 hours of PTO/year.
• Automatic 6% retirement contribution with an additional 2% matching.
• Flexible work environment, including hybrid work location and 9/80 schedule options.
• Professional development opportunities.

NEEA is an Equal Opportunity Employer.