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Position Title:  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 

We are seeking a Systems Capacity & Improvement Administrative Specialist to join our Office of Education Innovation and Improvement (EII) team at the Oregon Department of Education (ODE). This is a permanent position represented by the Service Employees International Union (SEIU).  
 

This position follows a hybrid work model. Onsite presence will be required when business or operational needs are best supported in person, such as collaboration, training, or work that requires access to onsite resources. Employees approved to work remotely must have a reliable and secure internet connection and maintain a professional work environment that supports productivity. While working remotely, employees are expected to maintain the same level of performance, responsiveness, communication, and availability as they would in the office. 

What you will do! 
 
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. 
 

Typical duties include: 

• 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. 

Please click here to view the full position description.
 

If you would like to retain a copy of this job post or the PD linked above, please print a copy before submitting your application. Once the job posting has closed, you will not be able to access the posting. 

Application Instructions:  

A cover letter and resume are required and are an important part of the application process. Only these materials are considered during the screening process:   

• A cover letter (no more than 2 pages), highlighting your skills and experience, and demonstrating how your qualifications align with the required and desired qualifications for this role.  
    

• A current resume detailing your relevant experience and education as it will be used in place of the detailed Workday work history for this agency-specific recruitment. Please include dates of employment (we use these dates to determine whether you meet the minimum qualifications for this position).  

• Before submitting your application, please confirm that your email address and other contact information are accurate, as interview invitations will be sent to the contact information you provide.   

Additional application materials (such as letters of recommendation or transcripts) will not be reviewed. Cover letters and resumes are reviewed throughout the recruitment process by Human Resources and the Hiring Manager. 

Minimum Qualifications (Required) 
 

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. 

Preferred Skills & Knowledge (Desired Attributes) 

• 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 changing circumstances, and consistently meet deadlines in a complex work environment. 

• Demonstrated ability to analyze information, evaluate options, identify risks or opportunities, and recommend effective solutions to support organizational objectives. 
   

• Demonstrated experience preparing and delivering clear, accurate, and professional written and verbal communications for a variety of audiences, including reports, presentations, correspondence, and project updates. 

• Demonstrated experience coordinating work across teams and building effective working relationships with leaders, staff, contractors, vendors, school districts, or other internal and external partners. 

We are most interested in finding the best candidate for the job. We would encourage you to apply, even if you don't meet every one of the attributes listed.    

Our Agency Mission and Office Culture:  

The Oregon Department of Education’s (ODE’s) mission is to foster equity and excellence for every learner through collaboration with educators, partners, and communities. In fulfilling its mission, ODE has the vision to ensure all students have access to and benefit from a world-class, well–rounded, and equitable education system.  

This position is part of the Office of Education Innovation and Improvement (EII), specifically the Systems Capacity and Improvement (SCI) Team. The SCI Team supports statewide efforts to strengthen educational systems, improve student outcomes, and advance ODE's commitment to equity, continuous improvement, and organizational effectiveness. The team works collaboratively across ODE offices, school districts, education service districts, community partners, and other stakeholders to implement initiatives that help create more responsive and effective systems for Oregon students. 
 
Oregon State provides amazing benefits! Follow the link below to learn more:  

Oregon Job Opportunities : Benefits : State of Oregon  

Application Resources & Information:  

• Eligible veterans and Oregon National Guard service members (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit Veterans Resources.  Be sure to submit your documentation prior to the close date of this posting to have the preference considered.  

• Your application materials will be used to determine salary based on a pay equity assessment. For further information, please visit the Pay Equity Project homepage.  

• The job posting closes at 11:59 PM (PDT) on the close date. After you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans’ preference immediately following your submission. These questions are necessary to complete the application process.  

• Please contact [email protected] if you have any questions on the application process or need an accommodation under the Americans with Disabilities Act (ADA). Please be sure to include the job requisition number.  

• Oregon Job Opportunities: How to Apply (Internal & External)  

• Understanding the State Application Process  

• Resources for Job Seekers  

Additional Information:  

• The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect an additional 6.95%.  

• Review the Classification and Compensation page for more details on the classification, or you may visit our website for information on the job offer process following pay equity.  

• Future Vacancies: This recruitment announcement will be used to establish a list of qualified candidates to fill the current vacancy and may be used to fill future vacancies as they occur.  

• Visa Sponsorship: The Oregon Department of Education does not offer visa sponsorship. Applicants must be authorized to work in the United States. Applicants who require VISA sponsorship will not be considered at this time.  

The Department of Education is an equal employment opportunity & affirmative action employer committed to a diverse workforce. The Department strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity.  We are most interested in finding the best candidate for the job. We would encourage you to apply, even if you don't meet every one of our qualifications listed. If you are unsure whether you meet the qualifications of this position, please feel free to contact us to discuss your application.   

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