Administrative Specialist (Multiple Positions!)

About the role

We are seeking multiple Administrative Specialists to join our Office of Enhancing Student Opportunities at the Oregon Department of Education. These are permanent positions represented by the Service Employees International Union (SEIU). The role follows a hybrid work model with onsite presence required when business or operational needs are best supported in person.

Inclusive Services Administrative Specialist

This position serves as the primary administrative support for the Inclusive Services team by coordinating schedules, managing communications, organizing meetings and events, maintaining records, preparing and distributing materials, recording meeting minutes, arranging travel, supporting purchasing and reimbursement processes, and facilitating communication among staff, partners, and stakeholders. The position also provides administrative and logistical support for the State Interagency Coordinating Council (SICC), Early Intervention/Early Childhood Special Education (EI/ECSE), Regional Inclusive Services (RIS), program director meetings, leadership teams, advisories, and other statewide coordination activities. Responsibilities include coordinating meeting logistics, maintaining documentation, providing technical meeting support, tracking follow-up actions, and ensuring the timely completion of administrative processes.

IDEA Administrative Specialist

This position provides key administrative, logistical, and project support to the Office of Enhancing Student Opportunities (OESO) to implement Oregon’s System of General Supervision. The role focuses on coordinating and supporting activities that improve educational outcomes for students with disabilities by facilitating high-quality technical assistance, professional development, and compliance-related improvement work with local education agencies and partners across Oregon.

Responsibilities

• Executive and Administrative Support
• Meeting, Council, and Leadership Team Coordination
• Travel, Purchasing, and Operational Support
• Communication and Team Support

Minimum Qualifications

• Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; or
• An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data; or
• An equivalent combination of education and experience.

Preferred Skills & Knowledge

• Executive & Leadership Administrative Support: Experience providing executive or leadership-level administrative support, including calendar management, scheduling, coordination of competing priorities, and communication support.
• Meeting & Committee Coordination: Experience coordinating and supporting formal meetings for councils, boards, committees, leadership teams, advisories, or similar groups, including agenda preparation, meeting logistics, minute-taking, and follow-up tracking.
• Regulated/Government Environment Experience: Experience working in a government, educational, nonprofit, healthcare, or other highly regulated environment requiring adherence to policies, procedures, confidentiality requirements, and multiple stakeholder relationships.
• Fiscal & Administrative Transaction Processing: Experience processing travel, purchasing, reimbursements, or other administrative transactions using established fiscal and operational procedures.
• Technical Proficiency: Advanced proficiency with Microsoft Outlook, Teams, Word, Excel, Smartsheet and SharePoint for scheduling, communication, document management, and meeting coordination.
• Independent Organization & Team Collaboration: Demonstrated ability to independently organize work, adapt to changing priorities, maintain positive working relationships, and contribute to a highly collaborative team environment while supporting multiple staff and programs simultaneously.

Salary

$3,798 – $5,193 (non-PERS qualifying salary range). PERS-qualifying candidates receive an additional 6.95%.