Systems Capacity & Improvement Administrative Specialist

Oregon Department of Education; Salem (VA); On-site; USD 48,000 - 67,000; Full time

Job summary

Oregon Department of Education seeks an energetic Systems Capacity & Improvement Administrative Specialist to support the SCI Team and Director. The role manages executive workflows, coordinates schedules, and tracks priorities in a fast-paced environment.

The ideal candidate will have strong organization, problem solving, and collaboration skills, with experience in budgeting, invoicing, and cross‑team coordination. Oregon state government offers comprehensive benefits.

Qualifications

• Three years of secretarial or administrative support experience with coordinating office procedures, reports, and data analysis.
• An associate degree in general office occupations with two years of related experience, or equivalent combination.

Responsibilities

• Provide operational support to the Director and SCI team by coordinating schedules and commitments.
• Track action items, deliverables, and monitor organizational priorities.
• Support budgeting, invoicing, purchasing, and maintaining records.
• Lead meeting logistics, agendas, and documentation of decisions.
• Assist project implementation and coordinate across stakeholders to move work forward.

Skills

Administrative support

Office coordination

Report preparation

Microsoft 365

Project coordination

Education

Associate degree in general office occupations

Tools

Microsoft Project

Planner

Teams

SharePoint

Job description

Position Title: Systems Capacity & Improvement Administrative Specialist

Classification: Administrative Specialist 2. Salary: $4,312 - $5,988 ($4,611 - $6,401 PERS). Type: Permanent, Full-Time, Non-Exempt

What you will do!

This position serves as the primary administrative and operational support specialist for the Director and Systems Capacity and Improvement (SCI) Team. The role coordinates projects, communications, meetings, fiscal activities, and team operations; tracks progress on key priorities; and supports effective implementation of organizational goals. Working closely with the Director, the position helps manage workflows, improve processes, and coordinate with internal and external partners to support the success of the team. Our team values collaboration, initiative, curiosity, and continuous learning. We are looking for someone to serve as a trusted operational partner who enjoys problem solving, managing priorities, building systems, and helping the team turn ideas into action. The ideal candidate thrives in a dynamic environment, can independently translate goals into action plans, and enjoys helping others move work forward. Success in this role requires strong judgment, exceptional organization, attention to detail, and a commitment to building positive relationships across a wide range of partners and stakeholders. This position is well‑suited for someone who is proactive, solutions‑oriented, and energized by supporting both people and projects while contributing to meaningful work on behalf of Oregon's students, families, and communities.

Typical duties include:

• Provide operational support to the Director and team priorities by strategically managing executive workflows, coordinating schedules and commitments, tracking action items and deliverables, monitoring organizational priorities, and supporting effective planning and decision‑making.
• Coordinate team operations and business processes by supporting budgeting and fiscal tracking, processing invoices and purchasing activities, maintaining operational records, and helping ensure resources and administrative systems support the team's work.
• Lead meeting and communication coordination efforts by organizing virtual and in‑person meetings, preparing agendas and materials, facilitating meeting logistics, documenting decisions and action items, and supporting communication with internal and external partners.
• Support project implementation and accountability by maintaining project tracking systems, monitoring timelines and deadlines, coordinating activities across stakeholders, organizing files and documentation, and helping ensure team priorities move from planning to completion.

Minimum Qualifications (Required)

Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR An equivalent combination of education and experience.

Preferred Skills & Knowledge (Desired Attributes)

• Demonstrated experience developing and coordinating project plans, timelines, milestones, deliverables, and implementation strategies to achieve defined outcomes.
• Demonstrated experience using Microsoft 365 applications and project management tools (e.g., Microsoft Project, Planner, Teams, SharePoint, or similar platforms) to organize work, track progress, and support team collaboration.
• Demonstrated ability to manage multiple competing priorities, adapt to changing circumstances, and consistently meet deadlines in a complex work environment.
• Demonstrated ability to analyze information, evaluate options, identify risks or opportunities, and recommend effective solutions to support organizational objectives.
• Demonstrated experience preparing and delivering clear, accurate, and professional written and verbal communications for a variety of audiences, including reports, presentations, correspondence, and project updates.
• Demonstrated experience coordinating work across teams and building effective working relationships with leaders, staff, contractors, vendors, school districts, or other internal and external partners.

Agency Mission and Office Culture

The Oregon Department of Education’s mission is to foster equity and excellence for every learner through collaboration with educators, partners, and communities. In fulfilling its mission, ODE has the vision to ensure all students have access to and benefit from a world‑class, well–rounded, and equitable education system. This position is part of the Office of Education Innovation and Improvement (EII), specifically the Systems Capacity and Improvement (SCI) Team. The SCI Team supports statewide efforts to strengthen educational systems, improve student outcomes, and advance ODE’s commitment to equity, continuous improvement, and organizational effectiveness. The team works collaboratively across ODE offices, school districts, education service districts, community partners, and other stakeholders to implement initiatives that help create more responsive and effective systems for Oregon students.

Benefits

Oregon State provides amazing benefits! Follow the link below to learn more: Oregon Job Opportunities : Benefits : State of Oregon

Veterans & Preference

Eligible veterans and Oregon National Guard service members (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit Veterans Resources. Be sure to submit your documentation prior to the close date of this posting to have the preference considered. Your application materials will be used to determine salary based on a pay equity assessment. For further information, please visit the Pay Equity Project homepage.

Visa Sponsorship

The Oregon Department of Education does not offer visa sponsorship. Applicants must be authorized to work in the United States. Applicants who require VISA sponsorship will not be considered at this time.

Equal Employment Opportunity

The Department of Education is an equal employment opportunity & affirmative action employer committed to a diverse workforce. The Department strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity.

We are most interested in finding the best candidate for the job. We would encourage you to apply, even if you don't meet every one of our qualifications listed. If you are unsure whether you meet the qualifications of this position, please feel free to contact us to discuss your application. Come for a job. | Stay for a career. | Make a difference... for a lifetime! Oregon state government is a large organization by nearly any standard. With over 40,000 employees working all over the state, in small communities and large, we are proving that government can be innovative. We work as a team, challenging ourselves to be better, faster and more efficient with taxpayer dollars. After all, when every day we are responsible for caring for the needs of a diverse population and thriving business community, we simply must have the best and brightest workforce. If you take responsibility for your actions, are passionate about helping others succeed, and have a reputation for excellence and honesty, why not make Oregon state government your next career move? Joining our team means you open the door to many possibilities. From entry level to executive, outdoor work to policy setting, we have a role for nearly every calling, expertise and background. If you’re looking at us from across the country (or beyond!), know that Oregon is one of the most beautiful places on earth. Made up of seven diverse regions, Oregon has the ocean, mountains, valleys, high desert, cities, small towns, and almost everything in between. Oregon “flies with her own wings.”