Program Assistant

Program Assistant – Planning, Development, and Research Department

Metro is dedicated to shaping a better future for the greater Portland region. The Planning, Development, and Research Department is looking for a Program Assistant to provide and coordinate administrative, project management, office, committee, confidential and technical support to dynamic staff and associated program/projects within the Regional Transportation Division.

• Schedule and coordinate complex logistics for on and off‑site and virtual meetings, webinars, and event logistics—including researching and reserving locations, sending notices, preparing materials, coordinating attendees, room and technology set up, catering, and room cleanup.
• Provide administrative support for public and formal committee meetings and workshops by tracking and preparing agendas, work programs, and meeting materials; scheduling and coordinating meeting rooms or Zoom; attending meetings; preparing and distributing minutes; arranging catering and technical needs; tracking committee rosters; processing stipends; and managing meeting records. Current public committees supported:
  Transportation Policy Alternatives Committee monthly, Regional Transit Forum quarterly. Assist with coordinating, editing, and routing legislation using electronic systems for approval.
• Receive public record requests and coordinate with division staff and the record analyst to fulfill them.
• Coordinate administrative logistics for assigned project activities.
• Assist communications with administrative tasks for program engagement efforts.
• Prepare documents, reports, spreadsheets, charts, tables, and other products based on directions and guidance from staff, including copy editing reports and documents.
• Maintain record‑keeping systems (Content Manager, Network), including formal decision records.
• Update program web pages as needed.
• Schedule and coordinate logistics for in‑person and virtual staff meetings and events; may take notes at team meetings.
• Assist in coordinating administrative functions, communications, and liaise with internal departments, divisions, and other agencies.
• Screen, prioritize, filter, and respond to snail mail, email, phone calls, and visitors; route or refer to the appropriate department contact; monitor shared Outlook inboxes; forward public comments or inquiries to appropriate staff; and directly respond to community member concerns or inquiries relating to the assigned program area.
• Establish and maintain databases; update and maintain staff, project, and client contact lists.
• Serve as purchasing coordinator for the division; maintain and use a purchasing card, upload receipts and purchasing documentation to the US Bank Access program monthly.
• Assist other department support staff as needed.
• Ensure activities comply with relevant laws, rules, regulations, Metro and department policies and procedures.
• Prepare letters for signatures, respond to phone calls, and send email correspondence to Metro departments, other agencies, and the public as requested.
• Conduct research and communications with outside agencies, businesses, and partners.
• Coordinate and process staff registrations and travel.
• Perform other duties as assigned.

• Ability to work well under pressure with routine interruptions, last‑minute requests, and changes in priorities.
• Advanced experience with Microsoft Suite, Adobe, Teams, Zoom, Content Manager.
• Effectively apply organizational skills, time management, problem‑solving and analytical skills to organize and prioritize work to ensure completion on time and with accuracy.
• Strong communication skills (written, email and verbal); ability to effectively and professionally communicate with stakeholders.
• Ability to be proactive, plan, foresee, and resolve issues before they arise; manage competing priorities.
• Ability to occasionally attend early morning or late evening meetings.

• Three years of administrative and/or clerical work experience.
• High school diploma or G.E.D.,
• Any combination of education, professional, volunteer, and lived experience that provides the necessary knowledge, skills, and abilities…