Administrative Assistant

Part-Time Position · Approximately 20 hours per week

Compensation: $20-$25 per hour, depending on experience

The Oregon Psychoanalytic Center (OPC) is seeking a highly organized and detail-oriented Administrative Assistant to support the daily operations of our nonprofit psychoanalytic organization. This is an in-person position based at our Portland office. It is ideal for someone who enjoys working on-site in a small, collaborative environment and values mission-driven work.

About Oregon Psychoanalytic Center (OPC)

The Oregon Psychoanalytic Center (OPC) is a nonprofit mental health organization specializing in psychodynamic and psychoanalytic education. OPC comprises three major programs:

• Adult Psychoanalytic Training Program (OPI)
• Psychoanalytic Psychotherapy Program (PPP)
• Continuing Education (CE)

Our programs offer advanced training to licensed mental health practitioners and provide opportunities for the broader community to learn about psychoanalytic theory.

OPC is a small team of dedicated staff and volunteers committed to creating a collaborative and positive work environment. While flexibility is sometimes required, OPC values work/life balance and supports staff in achieving personal and professional goals while maintaining confidentiality in all aspects of their work.

Position Summary

The Administrative Assistant provides essential on-site support to the Executive Director and OPC operations. This includes managing daily administrative tasks, coordinating membership and program activities, supporting continuing education events, assisting with fundraising efforts, and serving as a welcoming in-person point of contact for members, candidates/students, faculty, volunteers, and the public.

Key Responsibilities

Executive Director Support (On-Site)

• Manage scheduling, calendars, and meeting coordination.
• Prepare documents, reports, presentations, and correspondence.
• Assist with communications, research, fundraising tasks, and project tracking.
• Monitor deadlines and organizational priorities.

Administrative Operations (On-Site)

• Provide administrative support to OPC leadership.
• Maintain confidential files and handle sensitive information with discretion.
• Manage office supplies, mail distribution, and general office operations.
• Welcome visitors and answer phone and email inquiries professionally.
• Draft communications and maintain organized digital records.
• Attend approximately five Saturday morning events per academic year to manage setup, participant sign-in, and/or Zoom attendees.

Membership & Program Coordination

• Maintain membership records, track dues, and update contact information.
• Prepare membership reports and assist with joint-sponsorship activities.
• Provide on-site logistical support for Continuing Education programs and special events.
• Track attendance and evaluations and share results with leadership.

Additional Responsibilities (As Needed)

Marketing & Communications

• Promote programs via website, listservs, newsletters, and social media.
• Maintain online calendars and support event outreach.
• Assist with quarterly newsletters and donor messaging.
• Support website updates (WordPress, Drupal, Wild Apricot, or similar).

Fundraising Support

• Assist the Executive Director with implementing fundraising strategies.
• Coordinate on-site fundraising events and activities.
• Maintain donor relationships, track contributions, and prepare reports.

Data & Information Management

• Perform accurate data entry for membership, donor, and program records.
• Create and maintain Excel spreadsheets for tracking and reporting.
• Maintain current information in CRM and administrative databases.

Qualifications

Experience & Skills

• Prior experience as an administrative assistant or coordinator (nonprofit experience preferred).
• Strong customer service skills with a professional, welcoming demeanor.
• Excellent organizational and time-management abilities.
• Meticulous attention to detail.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information.

Technical Competencies

• Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint).
• Familiarity with CRM systems, data entry, and record management.
• Ability to manage social media and perform basic website updates.
• Strong digital organization and email management skills.