Organizational Background
A national leader in rural philanthropy, The Ford Family Foundation is a private foundation benefiting communities in rural Oregon and Siskiyou County, California. In 1957, Kenneth W. Ford & Hallie E. Ford established a then-modest foundation to give back to the timber communities of southwest Oregon. It grew in size, scope and geography to become The Ford Family Foundation in 1996, with its main office in Roseburg, Oregon. One of the three largest grantmaking foundations in Oregon, The Ford Family Foundation has assets in excess of $1 billion, an annual budget of approximately $55 million, an eight-member Board of Directors and 56 employees located in two office locations and in rural communities throughout Oregon and Siskiyou.
Purpose/The Opportunity
The Administrative Associate is a vital member of the Foundation’s administrative team, providing advanced clerical, organizational and operational support to ensure the smooth function of daily activities and strategic initiatives. This role supports senior program staff and department leadership, contributing to both routine operations and special projects.
The Administrative Associate is responsible for coordinating complex scheduling and overseeing logistical arrangements for meetings and events. This position requires frequent interaction with the public, partners, grantees and internal staff, demanding a high level of professionalism, discretion, and proactive problem-solving. The Administrative Associate may also participate in cross-functional initiatives and organization-wide efforts, occasionally requiring travel and work outside regular business hours.
This is a non-exempt position, and the hourly wage is $25.50 per hour. Our excellent benefit package includes paid time off and holidays, health and dental insurance, health savings account, generous retirement plan, matching gifts program, access to an employee assistance program, professional development opportunities, rejuvenation leave and more. Performance and compensation are reviewed at least annually.
This position is hybrid with a minimum of three days a week in the office. Residency within 40 miles of Roseburg is required.
Deadline to submit applications, along with a thoughtful and engaging letter of interest, is Friday, March 6, 2026, 4:00 pm PST.
The letter of interest should include:
- Insight into why you believe you would be a strong fit for the role.
- Insight into what draws you to work at the Foundation.
Please note that the application deadline is subject to change. The position may close sooner than the deadline listed based on the number of applicants. Applicants must be currently authorized to work in the United States on a full-time basis. We are unable to sponsor or take over sponsorship of an employment visa at this time.
Essential Duties and Responsibilities
Administrative Support
- Coordinate logistics for on- and off-site meetings and events, including venue and catering arrangements, registration, communications, and technology setup.
- Prepare materials for meetings and convenings.
- Manage and reconcile monthly expense reports for team members.
- Provide highly complex scheduling support, coordinating appointments and meetings across multiple Outlook calendars with internal staff and external stakeholders.
- Process contracts, manage contract details with program staff, and route payments as needed.
- Support staff and guest travel planning, including lodging, communications, and itinerary preparation. Assist Foundation guests and consultants with travel arrangements as needed.
- Serve as the primary point of contact for incoming team calls and inquiries, exercising independent judgement and professionalism in responding to and directing communications appropriately.
- Oversee meeting setup and provide note-taking support for team discussions and decision-making processes.
- Provide grant-related administrative support, including scheduling site visits, following up on reports, and assisting with grant system updates.
- Participate in support staff meetings and contribute to organization-wide projects, including rotating front desk coverage.
- Provide logistical support for board meetings, including scheduling, material preparation, and coordination of meeting spaces.
- Perform other duties as assigned.
Required Competencies and Skills
- Minimum of 3-5 years of experience providing administrative or clerical support in a professional setting.
- Exceptional interpersonal and communication skills, maintaining a professional demeanor in all forms of communication, including in person, by phone, and via email; proficient in both written and verbal communication.
- Strong organizational skills.
- Attention to detail, with the ability to manage competing priorities and meet deadlines.
- Demonstrated ability in creative problem-solving and critical thinking.
- Advanced proficiency with Microsoft 365 applications, particularly Excel, PowerPoint, and SharePoint. Experience with Zoom and other digital platforms.
- Proven discretion and sound judgment when handling sensitive or confidential information.
- Ability to work independently and collaboratively within a team environment.
- Comfort in supporting and engaging with diverse individuals and groups.
- High school diploma or equivalent, with related work experience.
Employee Profile
Ideal employees embody the Foundation’s core values of integrity, stewardship, respect, independence, and community in all aspects of their work and interactions. The ideal Administrative Associate is reliable, detail-oriented, and highly organized, with a strong commitment to accuracy, confidentiality, and timeliness. They manage multiple priorities with confidence, meet deadlines consistently, and approach administrative responsibilities with care, accountability and sound judgment.
This individual works effectively both independently and as part of a collaborative team, building respectful relationships with colleagues, partners, and community members. They adapt readily to new systems and changing priorities, demonstrate initiative in problem-solving and bring a service-oriented mindset that supports the Foundation’s mission and responsible stewardship of resources.
Physical Demands of Job Duties and Work Environment
The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to see, talk, and hear. This position is fairly active and requires long periods of standing, sitting, keyboarding and occasional driving. The employee would rarely lift or move items over 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. While performing duties of this job, the employee is exposed to a normal office type environment with some exposure to the outside environment. This position is rarely exposed to dust, odors, water, fumes, and noise. Work is always performed in a safety-conscious manner. Reasonable accommodation may be provided to enable individuals to perform essential functions.
It is the policy of The Ford Family Foundation to treat applicants and employees without regard to race, religion, creed, color, national origin, sex, age, disability, marital or veteran status, or any other basis prohibited by local, state, or federal law.
