Office Administrator

The Office Administrator supports the day-to-day operations of Oregon Life Sciences by managing external and internal contact coordination, membership and vendor invoice administration (Quick Books and Novi CRM), check-processing logistics, and general office and event support. This role acts as a central point of contact for participant, partner, and vendor communications, and ensures administrative and financial documentation stays organized, accurate, and audit-ready.

This role reports to the Operations Lead and supports the CEO and finance team as directed.

• Collect, organize, and share participant and partner contact information (e.g., emails and phone numbers) with internal staff and outside organizations as needed.
• Serve as liaison for external partner communications, including introducing internal staff to outside contacts (e.g., partner organizations, collaborators).
• Maintain an up-to-date contact directory for program participants, vendors, and partner organizations.

• Maintain accurate member records in Novi CRM, including renewals, dues status, and contact updates.
• Flag any discrepancies between Novi and Quick Books to the Operations Lead and finance team immediately upon discovery; do not attempt independent reconciliation.
• Track membership renewals, dues, and related administrative correspondence.

• Prepare documentation for invoice adjustments and proposed write-offs for review and approval by the Operations Lead or CFO. This role does not have independent authority to process or finalize write-offs.
• Document all approved invoice adjustments with clear, accurate Quick Books comments to support the finance team's recordkeeping.
• Support timely processing of outgoing payments by preparing documentation ahead of scheduled check-signing sessions.

• Coordinate logistics for check-signing sessions alongside the Bookkeeper and finance team.
• All check preparation and signing follows dual-authorization procedure; this role does not sign or independently release payments.

• Provide administrative support for conference and event planning, including participant data collection, registration support, and outreach coordination. Event needs may occasionally require adjustments or extensions to regular work hours.
• Troubleshoot or escape office technology and communication issues (e.g., calendar/invitation errors) with IT vendors.
• Support transition and onboarding logistics when staff roles change, including scheduling handoff meetings and gathering transition materials.
• Maintain general office files, shared folders, and administrative records in an organized, accessible manner.

• 2+ years of experience in an office administration, coordinator, or executive support role; experience with membership-based or trade association operations preferred.
• Working knowledge of Quick Books and CRM platforms (Novi or similar) for documentation and recordkeeping purposes, not full bookkeeping.
• Strong organizational skills with high attention to detail and accuracy in recordkeeping.
• Excellent written and verbal communication skills; comfortable serving as a liaison with external partners.
• Proficiency with Microsoft Office/Google Workspace, shared drives, and calendar/scheduling tools.
• Ability to manage multiple concurrent administrative priorities and meet deadlines.
• Comfort working within an organization actively strengthening its financial and operational controls; no prior experience required, but candidates should be comfortable with structured approval processes rather than independent financial discretion.

This role has access to member, vendor, and financial documentation. The Office Administrator will be asked to sign a confidentiality agreement and does not have access to board-confidential materials, personnel matters, or strategic planning documents unless specifically authorized.

• Shadow the Operations Leadon Novi CRM, membership workflows, and office systems.
• Review outgoing staff transition documentation.
• Meet the Bookkeeper/contract CFO to understand current check-signing and invoice-adjustment procedures.
• Attend at least one finance/reconciliation touchpoint to understand current-state documentation standards.

Primarily in-office at the Oregon Life Sciences Portland office, with occasional support for offsite events and conferences (e.g., annual September Conference, higher-intensity period July–September).