Systems Capacity & Improvement Administrative Specialist

Classification:
Administrative Specialist
2. Salary: $4,312 - $5,988 ($4,611 - $6,401 PERS). Type:
Permanent, Full-Time, Non-Exempt

This position serves as the primary administrative and operational support specialist for the Director and Systems Capacity and Improvement (SCI) Team. The role coordinates projects, communications, meetings, fiscal activities, and team operations; tracks progress on key priorities; and supports effective implementation of organizational goals. Working closely with the Director, the position helps manage workflows, improve processes, and coordinate with internal and external partners to support the success of the team.

Our team values collaboration, initiative, curiosity, and continuous learning. We are looking for someone to serve as a trusted operational partner who enjoys problem solving, managing priorities, building systems, and helping the team turn ideas into action. The ideal candidate thrives in a dynamic environment, can independently translate goals into action plans, and enjoys helping others move work forward. Success in this role requires strong judgment, exceptional organization, attention to detail, and a commitment to building positive relationships across a wide range of partners and stakeholders.

This position is well‑suited for someone who is proactive, solutions‑oriented, and energized by supporting both people and projects while contributing to meaningful work on behalf of Oregon's students, families, and communities.

• Provide operational support to the Director and team priorities by strategically managing executive workflows, coordinating schedules and commitments, tracking action items and deliverables, monitoring organizational priorities, and supporting effective planning and decision‑making.
• Coordinate team operations and business processes by supporting budgeting and fiscal tracking, processing invoices and purchasing activities, maintaining operational records, and helping ensure resources and administrative systems support the team's work.
• Lead meeting and communication coordination efforts by organizing virtual and in‑person meetings, preparing agendas and materials, facilitating meeting logistics, documenting decisions and action items, and supporting communication with internal and external partners.
• Support project implementation and accountability by maintaining project tracking systems, monitoring timelines and deadlines, coordinating activities across stakeholders, organizing files and documentation, and helping ensure team priorities move from planning to completion.

Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR An equivalent combination of education and experience.

• Demonstrated experience developing and coordinating project plans, timelines, milestones, deliverables, and implementation strategies to achieve defined outcomes.
• Demonstrated experience using Microsoft 365 applications and project management tools (e.g., Microsoft Project, Planner, Teams, SharePoint, or similar platforms) to organize work, track progress, and support team collaboration.
• Demonstrated ability to manage multiple competing priorities, adapt to…