Administrative Support for Intensive Coaching Program

State of Oregon

19h • Hybrid

About The Position

We are seeking an Intensive Program Support Specialist (Administrative Specialist 2) to join our Office of Education, Innovation, and Improvement (OEII) at the Oregon Department of Education. This is a permanent position represented by the Service Employees International Union (SEIU). This position follows a hybrid work model. Onsite presence will be required when business or operational needs are best supported in person, such as collaboration, training, or work that requires access to onsite resources. Employees approved to work remotely must have a reliable and secure internet connection and maintain a professional work environment that supports productivity. While working remotely, employees are expected to maintain the same level of performance, responsiveness, communication, and availability as they would in the office. What you will do! Provide administrative support to the District and School Effectiveness Team and the Intensive Coaching Program in program planning, research, analysis, and interpretation; coordinate process and structure for all Intensive Coaching Program activities; support writing and adoption of OARs needed to govern project implementation. Collaborate with multiple teams to create and maintain efficient systems for all Intensive Coaching Program and Oregon’s redesigned accountability efforts. Research issues, edit/write reports, maintain budget reports, conduct travel support, schedule and maintain meetings, communicate with school districts, ESD’s, nonprofits and other education partners across the state.

Requirements

• 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.

Nice To Haves

• Organized Administrative & Technical Support Professional Highly organized, detail-oriented, and adept at supporting meetings, managing logistics, using virtual platforms, and coordinating technical support needs.
• Strong Program Management & Compliance Skills Able to coordinate, track, and monitor complex programs while ensuring compliance with state/federal laws, grant requirements, and agency goals.
• Data-Informed & Analytical Thinker Comfortable collecting, analyzing, and synthesizing quantitative and qualitative data to assess program effectiveness, support decision-making, and recommend improvements.
• Effective Communicator & Relationship Builder Skilled at drafting professional correspondence, responding to inquiries, and serving as a trusted liaison to diverse stakeholders including districts, school leaders, and internal partners.
• Research & Policy Support Capability Proficient in researching evidence-based strategies, compiling statutory and regulatory information, and supporting rulemaking or policy development processes.
• Fiscal & Operational Support Competence Experienced in supporting budget planning and monitoring, processing travel and reimbursements, maintaining documentation, and contributing to smooth program operations across teams.

Responsibilities

• Track program deliverables and support progress monitoring in collaboration with Intensive Coaching Program Specialists.
• Coordinate and monitor program implementation for compliance with state and federal laws, grant requirements, and agency goals.
• Coordinate and support internal and external meetings, including scheduling, technology setup, and note-taking for both virtual and in-person formats.
• Support virtual meetings using platforms such as Zoom and Microsoft Teams.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree