Job Description
SEND RESUME AND COVER LETTER to Victoria@NAMIOR.org DO NOT APPLY THROUGH INDEED Position Summary NAMI Southern Oregon seeks a highly organized and self-motivated Administrative Assistant to support the day-to-day operations, communications, and community programs of our organization. Reporting to the Regional Director for Southwest Oregon, this position plays a critical role in creating a welcoming and functional environment for staff, volunteers, and community members. The ideal candidate is resourceful, tech-savvy, people-oriented, and able to juggle priorities. This is an in-person, part-time position with flexible delegation options for specific tasks. Key Responsibilities Office and Administrative Operations Serve as the primary point of contact for daily operations. Maintain a clean, organized, and well-stocked office and resource library. Manage vendor relationships and coordinate with Jackson County Mental Health (building management). Distribute physical mail weekly; maintain and organize digital files (Google Drive). Greet visitors and respond to inquiries during in-person office hours (Monday through Friday). Communications Monitor and manage all four organizational Gmail accounts. Answer and return phone calls; respond or forward inquiries appropriately. Follow until completed what is referred to others. Maintain updated email/contact software for members, donors, and volunteers. Draft and distribute newsletters in coordination with key staff and Steering Committee members. Create flyers, posters, and digital promotional materials in Canva for events and programs. Manage social media platforms (primarily Facebook and Instagram) and update website content. Program and Event Support Coordinate logistics for programs and events, including registration, room setup (in-person and Zoom), supplies and tech support. Support the recruitment and coordination of instructors, facilitators, and presenters. Send participant reminders, track attendance, and support program follow-up. Ensure compliance with NAMI procedures and software systems (NAMI 360/720). Maintain and update organizational calendars and website event listings. Serve as NAMIWalks Manager or assist the NAMIWalks Manager in leading logistics, outreach, and planning for NAMI Southern Oregon’s annual fundraising event. Resource Library Oversight Maintain a well-organized and accessible physical and digital library. Catalog new materials and oversee proper shelving and usage. Supervise library volunteers and coordinate monthly library meetings. Outreach and Community Engagement Welcome and onboard new members; conduct follow-up with lapsed members. Provide HelpLine support and referral services; track call data. Draft and send personalized handwritten thank-you cards to community supporters and donors. Represent NAMI Southern Oregon at outreach events, tabling, and community partnership meetings. Advocate for NAMI’s mission across Jackson and Josephine counties. Steering Committee Support Assist with agenda creation, meeting preparation, and communication with Committee members. Attend Steering Committee meetings and take minutes; distribute summaries promptly. Report on program, volunteer, and administrative updates; assist with website and tech needs. Volunteer Coordination Recruit, onboard, and retain volunteers; maintain a comprehensive volunteer database. Schedule and track volunteer hours and support program leaders with volunteer logistics. Coordinate the weekly volunteer schedule and organize volunteer appreciation events.. Must Have Skills Knowledge of mental health community resources within Jackson and Josephine counties Understanding of mental health conditions and the impact of stigma Passion for mental health advocacy, community engagement, and peer support models Strong written and verbal communication skills Excellent organizational skills with attention to detail Ability to work independently, take initiative, and delegate tasks as appropriate Comfortable with holding boundaries and asking for support and collaborating with others Willingness to learn and uphold Trauma-Informed Care principles Proficiency with Google Workspace, Zoom, and social media platforms