Position Title: 
Administrative Associate, Scholarship Office 

Institution: 
The Ford Family Foundation 

Position Contact Name: 
Laura M. Crosier 

Position Contact Email: 
[email protected] 

Position Contact Phone: 
541-957-2560 

Salary Range: 
$22/hour or DOE 

Deadline or Close Date: 
01/11/2022 

Job Location - City, State: 
Eugene, OR 

Position Description: 
The Administrative Associate is part of the Postsecondary Success Department. The department carries out the Foundation’s postsecondary success initiatives, the largest of which is the scholarship programs. These initiatives focus on supporting students with barriers accessing and completing educational opportunities beyond high school, and their transition to the world of work post-graduation. This position reports to the Scholarship Programs Manager who is responsible for coordinating and supporting the operations, information management, and policies of the scholarship programs. 

The Administrative Associate serves as a key member of the department’s administrative support team, with the primary responsibilities of providing front-line customer service to external customers, Scholars and scholarship alumni, and direct internal support for scholarship outreach and selection. In addition, the position works closely with other members of the postsecondary success team as needed to support strategic events and other Scholar and alumni programming. The Administrative Associate also takes part as needed in a variety of program-related meetings and occasional special Foundation-wide projects. This role, located at the Foundation’s scholarship office, is required to occasionally travel, and work outside of normal business hours, including some evenings and weekends. Workload can be stressful at times due to varying deadlines and multiple priorities during the year, primarily during the scholarship selection season.  

Summary of Essential Functions: 

Office Administration  

  • Provides front-line customer service; initiates and responds to high volume of telephone calls, text messages, and emails related to scholarship application and outreach Learns and maintains a working knowledge of topics needed to provide basic support to students, including high-level knowledge of scholarship awards, requirements, and program policies. 

  • Oversees front desk management; processes incoming and outgoing mail and packages; provides oversight and organization of office supply inventory, accomplishes errands as necessary for the office. 

  • Provides support to Programs Manager with data systems and data management. Updates student information in scholarship database; assists with data retrieval, mass communications, and recipient letters as needed Liaison to building contacts for maintenance and security, and vendors.  

  • Maintains office vehicle, setting maintenance schedules and working with service providers. 

  • Prepares office space to host meetings for staff and/or guests, to include organizing catering, travel, and lodging-related needs. 

  • Maintains internal staff, outreach, and selection-related Outlook calendars for office, including set up of Zoom meetings, coordination, and distribution of agendas, etc.  

  • Reconciles monthly expense reports for multiple staff and vendor invoices through web-based programs Assists as needed with other scholarship-related events and activities. 

Scholarship Outreach and Application: 

  • Organizes and maintains an outreach contact list. 

  • Oversees application outreach inventory and serves as point of contact for external print/mailing vendor Serves as social media team member for scholarship outreach and application. 

  • Assists with presentations and events related to scholarship outreach and application. 

  • Supports application preparation, testing, troubleshooting, and processing. 

  • Maintains deep knowledge of the scholarship application to troubleshoot issues and provides high-level support to scholarship applicants. 

Scholarship Selection:  

  • Assists with communications and scheduling related to scholarship interviews. 

  • Coordinates scholarship interview logistics, including greeting students and managing Zoom rooms with multiple interview teams. 

  • Performs applicant background checks and assists with scholarship acceptance and denial letters. 

  • Builds applicant physical files for interviewers, including organization and assembly of critical materials and time-sensitive mailings. 

  • Monitors SignalVine platform for text-messaging with scholarship application interviewees, including data management, record updates, and correspondence. 

Required Competencies and Skills: 

  • Minimum 5 years of administrative support experience High school diploma or equivalent, with related work experience. 

  • Experience coordinating complex projects in a fast-paced, collaborative, deadline-oriented environment. 

  • Team player with a “can do” approach; this position requires one to have the ability to work independently and collaboratively while prioritizing activities, take initiative. 

  • Demonstrated strong interpersonal and communication skills; ability to convey complex information to a variety of audiences; professional in-person, on-screen, phone, and through email; professional appearance and manner. 

  • Strong organizational skills with an acute attention to detail, prioritization, and accuracy for tasks with overlapping deadlines; creative problem solving and critical thinking Sound judgment when performing and planning tasks and interacting with outside constituents. 

  • Comfort interacting with and supporting diverse groups. 

  • Comfort and interest in learning and understanding innovative technology and current office technologies (e.g., Microsoft Office, audiovisual equipment, webinar interfaces, etc.); willingness and aptitude to become proficient with Salesforce and other platforms we use to help our Scholars be successful. 

  • Bilingual in English/Spanish beneficial  

Candidate Profile: 

Ideal employees will embody and model Foundation-wide practices and principles in how they conduct themselves while representing the Foundation within and outside of the workplace. These practices include excellent listening skills, being profoundly inclusive and relationship driven. This position requires exceptional organizational and communication skills, attention to detail, teamwork and collaboration, ability to manage multiple priorities, comfort working in an adaptive and fast-paced work environment and the ability to be flexible and adjust quickly to new tasks and assignments while supporting multiple people and organizational areas. Ideal employees also show humility, kindness, and a sense of humor.