Basic Rights Oregon is the state’s largest grassroots organization dedicated to ending discrimination based on sexual orientation and gender identity. Founded in 1996 and headquartered in Portland, Basic Rights Oregon is a progressive, statewide nonprofit organization.

Basic Rights Oregon is an equal opportunity employer committed to a diverse, multicultural work environment. People of color, people with disabilities, and people of diverse sexual orientations, gender expressions and identities are encouraged to apply.

POSITION OVERVIEW

The Administrative Associate is a full-time nonexempt position that is critical to ensuring accuracy, integrity, and timeliness across Basic Rights Oregon’s donor data records, gift recognition, and fundraising event administration. The position is based in Portland, Oregon, and reports to the Interim Operations Director. This is a union position, represented by AFSCME Local 1790.

The ideal candidate has a strong attention to detail, loves systems and spreadsheets, can stay on top of multiple projects without dropping any balls, enjoys maintaining strong records, and is extremely professional and timely in their correspondence with supporters.

To best serve our state, we embrace the idea that the diverse communities we serve must be reflected in our staff. We know that women, LGBTQ2SIA+, and people of color often undersell their lived experiences and unpaid labor. We value both as relevant to being part of the team at BRO. If you are interested in applying, we encourage you to think broadly about your background and qualifications for this role.

Key Responsibilities

Donor Data Record Management

• Work with Administrative Manager to ensure accurate, complete, and timely donor data entry across entities and platforms each week.
• Work with development and senior staff to ensure timely delivery of donation recognition letters.
• Work with Administrative Manager to build effective donor data entry processes and to troubleshoot/reconcile discrepancies between donor database and accounting systems.
• Develop reports and lists for finance, development, and organizing staff as needed from database (EveryAction) and assist in monthly, quarterly, and annual reconciliations.
• Communicate with donors promptly and professionally regarding routine gift questions as assigned.
• Work with program staff to ensure event attendance records are correctly entered into the database system in a timely manner.
• Provide support, as needed, to development staff on special projects and events.
• Other development data management and general duties as assigned.

 
Major Event Support
Provide support on the administrative and logistics side of Basic Rights Oregon’s fundraising event production including:

• Preparing and tracking confirmation letters to event sponsors;
• Overseeing correspondence and confirmations with auction donors;
• Work with Administrative Manager on reconciling final event income.
• Ensure accurate, complete, and timely data entry in our fundraising event management software (Greater Giving).

Provide on-site administrative and logistical support at fundraising events.
 

Office and Finance Operations

• Provide support to Administrative Manager to ensure smooth office systems management as needed.
• Assist the Administrative Manager in monthly, quarterly, and annual financial reconciliations and preparations for the annual organizational audit.
• Ensure accurate and complete financial filing systems are maintained.
• Provide administrative and logistical support to organizing staff in support of special event such as
• Pride, the Statewide Leadership Summit, and Lobby Day.

QUALIFICATIONS

The Administrative Associate will excel in interpersonal communications, have strong attention to detail, and demonstrate commitment to justice for LGBTQ2SIA+ communities, particularly communities for people of color and transgender individuals. Qualifications include:

• High level of competence with standard office applications, including Outlook, Excel, and Word.
• High level of curiosity and drive to solve mysteries and problems, dig deep into puzzles, and ask “why?”, then “how?”
• Experience working with relational donor database platforms and Greater Giving event software is desired, but not required as training will be provided.
• Organizational skill, reliability, accuracy, and attention to detail are essential.
• Ability to research and use on- and off-line tools to solve problems.
• Commitment to the mission and goals of the organization, including commitment to anti-racism, immigrant justice, fighting transphobia, and advancing LGBTQ equality in Oregon.

Physical Requirements

• Ability to sit at a desk for long periods of time.
• Ability to work at a computer for long periods of time.
• Ability to talk on the phone or meet via various meeting platforms.
• Ability to work in person at Basic Rights Oregon’s office.
• Ability to drive and work at off-site events, which may include standing, walking, etc.

TO APPLY

Applications should include resume, cover letter and the names and contact information for three references. Please submit applications electronically to Janice Lorenzana at janice@basicrights.org. The subject line must include “Administrative Associate-[Your Name]” to be considered. Position is open until filled, however the priority deadline is June 30, 2024