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Position Title: Expanded Learning 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 an Expanded Learning Administrative Specialist to join our Office of Teaching, Learning & Assessment (OTLA) team at the Oregon Department of Education. 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, events, and work that requires access to onsite resources. Occasional evening, Saturday meetings, and overnight travel. A driver’s license, an acceptable driving record, a personal vehicle, or an alternative means of transportation are required for this position. 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!

You will provide administrative support to the Expanded Learning Team and administer guidelines, publications, internal controls, processes, and project monitoring in support of the administration of the State Summer Learning Grant Program, Early Literacy Community Grants, and 21st Century Title IV-B Grants. In addition, this position provides technical assistance to grant recipients, reviews reimbursement requests, supports monitoring processes, and reports submitted by grant recipients for compliance with established rules and policies, and follows up with grant recipients to collect or correct documents as necessary.

You will have an opportunity to be part of a collaborative, mission-driven team that is helping build a statewide ecosystem of support for children and families by expanding high-quality learning opportunities beyond the traditional school day and year. You can contribute to this innovative work that combines collaboration, problem-solving, and continuous improvement to strengthen programs that make a lasting impact across Oregon. In addition, you will help coordinate statewide initiatives that bring together educators, community organizations, Tribal governments, state agencies, and national partners to expand learning opportunities for Oregon's children and families.

Typical duties include:

A typical day includes balancing multiple priorities: coordinating meetings and travel, responding to partner questions, reviewing grant reimbursement requests, tracking project milestones, preparing communications, supporting team operations, and helping ensure statewide grant programs are implemented effectively. No two days are exactly alike, making this an ideal position for someone who enjoys organization, collaboration, continuous improvement, and meaningful public service.

• Coordinating the day-to-day operations of the Expanded Learning Team, including team administrative systems, meeting and travel logistics, project tracking, and internal processes that support statewide initiatives.

• Supporting administration of the State Summer Learning Grant Program, Early Literacy Community Grants, and 21st Century Community Learning Centers by monitoring grant activities, reviewing reimbursement requests, tracking program data, and supporting compliance.

• Serving as a primary point of contact for school districts, community partners, and the public by responding to inquiries, providing technical assistance, coordinating communications, and preparing professional correspondence and resources.

• Organizing and improving team workflows through project management, data tracking, document management, and process improvements that help the Expanded Learning Team operate efficiently and effectively.
  

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.

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)

• Customer Engagement and Service: Demonstrated experience building and maintaining collaborative working relationships with diverse stakeholders (e.g., colleagues, school districts, community partners, or the public), and providing responsive, high-quality customer service.

• Project Coordination: Demonstrated experience coordinating projects or programs that require organizing, tracking, analyzing, and summarizing data to support decision-making, reporting, or continuous improvement.

• Professional Written Communication: Demonstrated experience independently preparing clear, detailed, accurate, and professional written communication for a variety of audiences.

• High Level Organization: Demonstrated experience independently managing multiple priorities by organizing workloads, meeting established deadlines, and responding to stakeholders in a timely and accurate manner.

• Technology and Digital Collaboration Competency: Proficiency using Microsoft 365, Google Workspace, virtual collaboration platforms, and digital filing systems to organize work, manage information, and support team operations.

• Attention to Detail: Demonstrated experience maintaining a high degree of accuracy while managing complex information, reviewing documents for completeness, identifying and correcting errors, and consistently delivering quality work within established timelines.
  

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.

The Office of Teaching, Learning & Assessment (OTLA) advances the Oregon Department of Education's mission of fostering equity and excellence for every learner by partnering with educators, schools, and communities across the state. OTLA supports statewide initiatives that strengthen teaching and learning, including literacy, expanded learning, instructional materials, STEM, and other programs that help improve outcomes for Oregon students.

Staff collaborate with school districts, education service districts, community organizations, and state partners to implement educational programs, administer grants, provide technical assistance, and support continuous improvement across Oregon's public education system.

The Expanded Learning Team administers statewide grant programs that expand access to high-quality learning opportunities for Oregon students beyond the traditional school day and year. The team partners with school districts, education service districts, Tribes, and community organizations to implement programs that support literacy, student engagement, and academic success through the State Summer Learning Grant Program, Early Literacy Community Grants, and 21st Century Community Learning Centers.

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 ode.jobs@ode.oregon.gov 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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