Part-Time Office Administrator

Overview

Stillwater Sciences seeks a highly accountable, organized Office Administrator to coordinate day‑to‑day operations in our 12‑person office, located in Portland. This position is part‑time (20 hours/week), requiring 5 days/week in office from 10am-2:30pm each day. A successful Office Administrator should find enjoyment and connection in working with an academically minded group of scientists who are passionate about what they do.

• Be highly effective at managing multiple priorities and deadlines, and pivot seamlessly when priorities change.
• Successfully collaborate with colleagues across Stillwater offices and project teams.
• Have impeccable attention to detail.
• Be highly self‑motivated, take initiative on projects, and demonstrate detailed follow‑through on all tasks, including proactive assistance to colleagues of all levels.
• Bring problem‑solving skills and a positive attitude to all tasks.
• Demonstrate awareness of team needs by actively participating in staff and other meetings, building relationships with staff, and adjusting priorities accordingly.
• Have exceptional time management and organizational skills.
• Demonstrate strong interpersonal communication skills, both verbal and written.
• Professionally interact with all levels of staff, clients, and vendors.
• Apply lessons learned to future tasks and challenges.
• Be willing to and adept at learning new software and tools.
• Have personal integrity and judgment, especially when working with confidential information.
• Always prioritize safety.

• Provide general office support: greet visitors, answer and direct inquiries, coordinate shipping/mailings, run business‑related errands using personal vehicle, provide meeting support (scheduling, agenda preparation, notes), and work collaboratively with IT staff to ensure shared IT resources (printers, conference room A/V) are functioning.
• Provide project support including travel arrangements and rental car pick‑ups, prepare safety plans and logistics forms.
• Manage common areas (kitchen, conference room, storage room, etc.) including purchasing and keeping inventory of office supplies and field equipment.
• Manage office morale events and budget including planning and coordinating work gatherings, office lunches, holiday parties, etc.
• Coordinate upcoming office improvements with property manager, contractors, and staff.
• Provide support with invoicing and billing for company expenses (hotels/travel), credit card reconciliation, and expense reporting.
• Work collaboratively with staff, including Office Administrators from other offices, and provide back‑up support and assist offices without on‑site Office Administrators.
• Execute safety procedures and protocols in case of emergencies for staff in the field and in the office.

• High school diploma or equivalent work experience (Bachelor's degree preferred).
• Experience in a similar role (ideally 2+ years). Experience at an environmental organization/consulting firm is a plus.
• Advanced Microsoft Office Suite (Word, Excel, PowerPoint, Teams and Outlook) skills and experience with Adobe Acrobat.
• A clean driving record and active driver’s license or ability to get a driver’s license, ability to use personal vehicle for business errands (mileage reimbursed).
• Able to remain in a stationary position more than 50% of the time.
• Able to move equipment weighing up to 25 pounds, with reasonable accommodation.
• We encourage applicants with a wide range of backgrounds and experiences to apply, even if they do not meet every listed qualification.

• The salary is commensurate with qualifications and experience and is in $26‑$31/hour range.
• This role is non‑exempt, hourly, and does not include benefits.
• To apply, please provide a resume describing your experience and provide written responses to the prompts.
• Electronic submissions must be submitted through the website submission portal. Position will remain open until filled.
• At this time, the company is unable to provide visa sponsorship for this position.

• First round Video Interview (30 Minutes)
• In‑person Interview and Skills Assessment (90 Minutes)
• Possible…