Administrative Coordinator II

Administrative Coordinator II

The Port of Portland is hiring an Administrative Coordinator II.

We're looking for a highly organized and proactive Administrative Coordinator II to provide administrative support to the Engineering Director, senior managers, and other engineering staff, including managers and project managers. Prepare correspondence, schedule meetings, provide meeting support, and maintain electronic and paper documents. Provide backup to other administrative staff within the department, including construction coordinators. Maintain / update standard operating procedures.

From the hiring manager : If you thrive in a fast-paced environment and want to be part of a department that handles cutting-edge upgrades to our airport and marine facilities, this is the opportunity for you.

Schedule : We offer a flexible hybrid schedule to support both work-life balance and team collaboration. You'll be in the office Tuesday through Thursday, working alongside colleagues to support our various lines of business, and then enjoy the flexibility of working from home on Mondays and Fridays. We believe in fostering strong connections while also providing the balance you need to thrive both professionally and personally!

Essential Job Duties

• Technical staff support file management on projects. Ensure compliance with records requirements. Prepare reports, documents, and presentations, ensuring alignment with the brand. Proofread documents as needed. Contingency cost tracking for projects.
• Schedule meetings in response to requests. Collaborate with others to resolve scheduling conflicts. Prepare meeting materials as requested and take meeting notes. Purchase food as requested.
• Help in planning department events, including choosing a venue, preparing and processing purchase orders, arranging food and materials, and ensuring compliance with contract and procurement rules.
• Back up construction Administrative Coordinators and other Development Services Division administrative staff as needed.
• Assist staff with supply purchases, travel arrangements, reservations, and professional license renewals.

Minimum Qualifications

Demonstrated Skills & Abilities

Supplemental and Selection Information

Selection Process : (tentative schedule) :

About us :

At the Port of Portland, we use everything we have our three airports, three working marine terminals, six business parks, and all the resources, expertise, and experience behind them to move with purpose, connecting people with powerful opportunities and creating value for our region. We know that every person we hire, business we work with, contract we sign and decision we make is a chance to make someone's life better. And we'll use our power and influence to unlock new opportunities and ensure more people share in our region's success. With YOUR help together with our partners, customers, and community we'll help drive meaningful change!

Safety : The Port promotes safety as a Core value and we seek to eliminate harm through a culture of active prevention, curiosity, evaluation, and action. We comply with safety and health policies and procedures and consistently look for improvements that support operational excellence.

Equal Opportunity Employer : The Port of Portland is dedicated to maintaining and improving a work environment, which extends equal opportunity to all individuals, regardless of their race, color, sex, age, religion, national origin, marital status, veteran status, disability or sexual orientation. Employment decisions shall be made in such a manner as to further the principle of equal employment opportunity and to comply with state, federal and local laws. We affirm through this policy statement our continuing commitment to the principles of nondiscrimination.

Veterans Preference : Under Oregon law, qualified veterans may be eligible for veterans' preference when applying for Port of Portland positions. If you are a veteran and would like to be considered for a veteran's preference for this job, please provide the qualifying documents as instructed during the application process.

Background Checks and Drug Testing : The Port of Portland will conduct background checks and / or drug tests for positions where such tests are required by regulation and for other safety-sensitive positions.

ADA Accommodation : Accommodations will be considered for applicants or candidates with a qualifying disability that prevents them from participating in this process. Accommodations will be made where the Port can reasonably do so without imposing an undue hardship on the business or compromising the integrity of the recruitment process. An applicant with any disability who believes that they need an accommodation should contact Human Resources : call 503-415-6690 or email careers@portofportland.com.

At the Port of Portland, we strive to offer a holistic and comprehensive benefits package for employees and their families. We care about your health by offering highly-subsidized healthcare plans that include alternative care. We look out for you and for family by paying for life and accidental death & dismemberment (AD&D) insurance, short-term and long-term disability coverage. We participate in the Oregon Public Employees Retirement System (PERS) retirement program. We provide access to additional coverage and benefits including pre-tax spending accounts, voluntary term life insurance, a deferred compensation plan, and critical illness and accident insurance policies. We go above and beyond by offering an award-winning wellness program for all employees to engage in. Employees can tend to their physical and mental health, earn rewards, and create community. Our employee assistance program supports the Port's commitment to emotional and mental well-being by providing mental health services, discounts on local gyms, and pet insurance for companions. Our commitment to work-life balance ensures you have time to spend with loved ones and do the things you enjoy. We offer generous vacation time that accrues with length of service, sick leave that never expires and can be used for dependent care, health maintenance and mental health, and 8 weeks of paid parental leave all in addition to 10 paid holidays. As an added bonus because we know employees use their time off differently once a year we give employees the opportunity to convert sick leave to personal leave, and to convert vacation leave to either cash, a retirement plan contribution, or a contribution to a Health Savings Account. Please note : Some benefits vary by job type / group, so please be sure to review your comprehensive benefit guide and / or collective bargaining agreement upon hire to confirm what is available to you.

Please confirm your understanding (by stating YES) that you understand this role cannot be worked remotely and that the candidate selected must reside within commuting distance to the Port of Portland offices.

Please describe any experience you have had in your past supporting an engineering (or engineering-type) department.