Program Assistant

Description

The Program Assistant (PA) role is an administrative support role for Oregon Nurses Association (ONA). This position may support the labor department staff, as well as the professional practice department and government relations staff. The position may also support the organization's governance entities, assist with the needs of the communications department, and provide other administrative support needs as assigned.

Project management is also part of this position, with each member of the pool functioning as a project facilitator. PAs are individually assigned projects by the EAS and the respective PA will act as the coordinator for that work. All projects will be overseen by the EAS and will involve working across departments within ONA.

PAs must be able to independently organize, prioritize, and coordinate the daily assignments received from staff in a timely and efficient manner in order to meet deadlines and department objectives, while being able to facilitate long-range project facilitation.

ESSENTIAL FUNCTIONS

• Organize, prioritize and coordinate daily assignments in a timely and efficient manner to meet deadlines and department objectives.
• Demonstrate knowledge and understanding of commonly-used concepts, practices, policies and procedures within ONA. Utilize proper reporting procedures so follow-up may occur.
• Ability to proofread and correct documents for spelling, grammar, punctuation, format, syntax and content and is responsible for accuracy and clarity of the final copy.
• Maintains and updates filing system for the departments
• Arranges and prepares for meetings.
• Assists in preparation of collective bargaining agreements, letters of understanding and memorandums, settlement agreements, grievances, unfair labor practice complaints, arbitration briefs.
• Assists with nominations and elections for various member groups.
• Assists with formatting and proofing of member communications including newsletters, flyers and other avenues of information communication.
• Assists in the preparation of documents and meetings related to grievances, arbitrations, and ULP hearings.
• Supports work of governance entities by assisting with agenda creation and meeting packet preparation, communication to member groups, voting and calendaring for groups and other functions as needed / requested by chair, president or support staff.
• Investigate, follow through and respond to routine requests for data collection and information.
• Supports executive team with basic scheduling and calendar management
• Helps maintain and distribute internal calendar with upcoming events and deadlines
• Assists with large events as support or in a project management capacity
• Annually archive files. Compile letters of closing for all archived files.
• Maintain contract re-opener records for all bargaining unit contracts - chart and calendar. Send re-opener letters and F7 forms for all re-openers.
• Take responsibility for other Program Assistant's workload and deadlines when necessary.
• Attend general staff and E&GW staff meetings.
• Attend and assist at annual ONA convention, Bargaining Unit Leadership Conference, Nurse Practitioners of Oregon Convergence and other off-site functions.
• Work with field staff and bargaining units to compile survey questions. Create and follow timeline of field staff's schedules for survey results and reminders. Collect survey data and manipulate to compile preliminary and final reports.
• Assists members with affiliate communications and events like ANA's Membership Assembly and AFT member events.
• Other duties as assigned.

COMPENSATION AND BENEFITS

This is a full time, non-exempt position. The salary is based on applicable years of experience applied to the wage scale outlined in the union staff 's collective bargaining agreement. ONA offers an annual starting salary range of $33.40-51.87 per hour, depending on experience. ONA also offers an exceptional benefits package including employer contributions (90%) to medical, dental and vision premiums, as well as employer paid long and short-term disability and life insurance. Opportunity to enroll in 401K plan after 6 months of employment which includes a 3% employer contribution, with additional longevity contributions after 5 years. Union members are also enrolled in a union pension plan. Annual PTO is 25 vacation days, 8 personal days and 12 sick leave days.

OUR COMMITMENT TO EQUITY AND FAIRNESS

ONA is deeply committed to diversity and inclusion in its hiring practices. We are an affirmative action, equal opportunity employer. Our employment decisions are made without regard to race, color, religion, gender, gender identity, national origin, age, disability, marital status, veteran or military status, or any other legally protected status. Women and people of color are encouraged to apply.

Requirements

EDUCATION AND EXPERIENCE

CERTIFICATES, LICENSES, AND / OR REGISTRATIONS

This position does not require any certificates, licenses, or registrations.

QUALIFICATIONS

Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to the safety or health of employees or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.

TECHNICAL REQUIREMENTS

JOB EXPECTATIONS / COMPETENCIES

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.

While performing the duties of this job, the employee must be able to sit for prolonged periods of time in an office environment. Must be able to type. The employee must occasionally lift and / or move up to 20 pounds. This position requires frequent computer use. Specific vision abilities required by this job include close vision, color vision, distance vision, depth perception, and the ability to adjust focus. The noise level in the work environment is usually quiet.

OTHER

Periodic travel may be required along with occasional evening or weekend work. Hybrid schedules are available as appropriate for job duties and subject to supervisor approval.