Part-Time Office Administrator

Stillwater Sciences seeks a highly accountable, organized Office Administrator to coordinate day-to-day operations in our 12-person office, located in Portland. This position is part-time (20 hours/week), requiring 5 days/week in office from 10am-2:30pm each day . A successful Office Administrator should find enjoyment and connection in working with an academically minded group of scientists who are passionate about what they do.

The ideal candidate will:

• Be highly effective at managing multiple priorities and deadlines, and pivot seamlessly when priorities change.


• Successfully collaborate with colleagues across Stillwater offices and project teams.


• Have impeccable attention to detail.
  


• Be highly self-motivated, take initiative on projects, and demonstrate detailed follow-through on all tasks, including proactive assistance to colleagues of all levels. 


• Bring problem-solving skills and a positive attitude to all tasks.

• Demonstrate awareness of team needs by actively participating in staff and other meetings, building relationships with staff, and adjusting priorities accordingly.


• Have exceptional time management and organizational skills.

• Demonstrate strong interpersonal communication skills, both verbal and written.


• Professionally interact with all levels of staff, clients, and vendors.


• Apply lessons learned to future tasks and challenges.


• Be willing to and adept at learning new software and tools.


• Have personal integrity and judgment, especially when working with confidential information.


• Always prioritize safety.

Duties include, but are not to:

• Provide general office support: greet visitors, answer and direct inquiries, coordinate shipping/mailings, run business-related errands using personal vehicle, provide meeting support (scheduling, agenda preparation, notes), and work collaboratively with IT staff to ensure shared IT resources (printers, conference room A/V) are functioning.


• Provide project support including travel arrangements and rental car pick-ups, prepare safety plans and logistics forms.


• Manage common areas (kitchen, conference room, storage room, etc.) including purchasing and keeping inventory of office supplies and field equipment.


• Manage office morale events and budget including planning and coordinating work gatherings, office lunches, holiday parties, etc.


• Coordinate upcoming office improvements with property manager, contractors, and staff.


• Provide support with invoicing and billing for company expenses (hotels/travel), credit card reconciliation, and expense reporting.


• Work collaboratively with staff, including Office Administrators from other offices, and provide back-up support and assist offices without on-site Office Administrators.


• Execute safety procedures and protocols in case of emergencies for staff in the field and in the office.

Required qualifications include:

• High school diploma or equivalent work experience (Bachelor's degree preferred).


• Experience in a similar role (ideally 2+ years). Experience at an environmental organization/consulting firm is a plus.


• Advanced Microsoft Office Suite (Word, Excel, PowerPoint, Teams and Outlook) skills and experience with Adobe Acrobat.


• A clean driving record and active driver’s license or ability to get a driver’s license, ability to use personal vehicle for business errands (mileage reimbursed).


• Able to remain in a stationary position more than 50% of the time.


• Able to move equipment weighing up to 25 pounds, with reasonable accommodation.


• We encourage applicants with a wide range of backgrounds and experiences to apply, even if they do not meet every listed qualification.

Compensation and Application:

• The salary is commensurate with qualifications and experience and is in $26-$31/hour range.


• This role is non-exempt, hourly, and does not include benefits.


• To apply, please provide a resume describing your experience and provide written responses to the prompts.


• Electronic submissions must be submitted through the website submission portal. Position will remain open until filled.


• At this time, the company is unable to provide visa sponsorship for this position.

Interview Process:

First round Video Interview (30 Minutes) 

In-person Interview and Skills Assessment (90 Minutes) 

Possible follow-up Interview (30 Minutes)

Reference Check

Offer  

About Stillwater Sciences:

Stillwater Sciences is an employee-owned environmental consulting firm specializing in scientifically based solutions to aquatic, terrestrial, and watershed resource management. We assist government agencies, NGOs, and private clients with environmental problem solving, planning, and permitting using a multi-disciplinary approach that integrates physical and biological processes. We have approximately 120 full-time dedicated and enthusiastic employees throughout the Western U.S. in nine offices. We maintain a collaborative work environment that promotes productive and rigorous applied scientific research. We pride ourselves on defining and shaping our individual careers in a way that provides a healthy rhythm of work and life responsibilities. Success at Stillwater requires a blend of passion, initiative, commitment, flexibility, and teamwork.

Stillwater Sciences is proud to be an equal opportunity employer. All qualified applicants receive consideration for employment without regard to protected characteristics including race, color, national origin, religion, age, sex, sexual orientation, gender identity or expression, disability, or veteran status. Stillwater is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request accommodation to participate in the application or interview process, please contact  View email address on jobs.jobcopilot.com .