Division Coordinator – Limited

• Support, establish, and maintain procedures and controls for Housing Division initiatives advancing housing production, affordability, and choice
• Help implement systems, procedures, and practices that improve technical staff efficiency and sustainability
• Create tools and structures that continue supporting the division after the limited-duration position concludes
• Support administration of technical assistance and grant programs for local governments across Oregon
• Coordinate internal and external communications for the division
• Support processing of public records requests
• Participate in agency-wide equity efforts
• Partner with the Administrative Specialist to maintain daily operations, systems, processes, and workflows
• Manage and update Housing Division grants management software and coordinate project progress with the Housing Division Manager
• Connect policy development, programmatic workloads, and team structure to identify operational solutions
• Establish and maintain procedures and controls for technical assistance to local governments
• Draft routine letters and contracts
• Maintain files and databases in accordance with program protocol
• Monitor program activities for compliance with state laws, provider eligibility, client needs, and subcontractor, vendor, or client abuse or fraud

• Three years of secretarial or administrative support experience including coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
• Associate degree in general office occupations and two years of qualifying secretarial or administrative support experience; OR
• Equivalent combination of education and experience
• Ability to learn and work within specific agency programs or operations, policies, and procedures
• Ability to establish and maintain cooperative and harmonious working relationships
• Ability to analyze, evaluate, and solve procedural problems
• Ability to collect, analyze, interpret, and report data in narrative and statistical formats
• Ability to assist management in developing short- and long-range goals and objectives
• Lived or professional experience serving historically and currently underserved and under-resourced communities
• Applicants must be authorized to work in the United States; visa sponsorship is not available
• Cover letter and resume required
• Professional-level attention to detail, spelling, grammar, and communication skills

Demonstrates expertise in administrative support, including data collection, analysis, and compliance monitoring, while fostering cooperative relationships and contributing to equity efforts within housing initiatives.

• Administrative Support Experience
• Data Collection And Analysis
• Grants Management Software
• Compliance Monitoring
• Equity Efforts Participation

• Data Analysis
• Statistical Reporting
• Procedural Problem Solving
• Technical Assistance
• Office Procedures Coordination

• Attention To Detail
• Communication Skills
• Relationship Building
• Team Collaboration
• Problem Solving

• Housing Production
• Affordability
• Local Government Support
• Public Records Requests
• Operational Solutions

• Grants Management Software
• Database Management