Administrative Supervisor

About the role

At Guide Dogs for the Blind (GDB), we create exceptional partnerships and provide training to empower individuals who are blind or visually impaired to travel more safely and confidently. We are seeking an experienced Administrative Supervisor to lead and deliver a broad range of administrative and operational support services for Oregon campus Operations.

Responsibilities

• Oversee complex administrative and operational support across Oregon Operations and Client Programs, including coordinating program logistics such as class schedules, room and vehicle reservations, shared calendars, travel arrangements, and event support while ensuring seamless communication and collaboration across departments
• Provide client-facing support during training programs by preparing, distributing, and tracking adoption paperwork, user contracts, applications, IDs, shipments, and related materials to ensure consistent, high-quality program delivery
• Serve as a cross-functional liaison and operational hub by supporting meetings and committees (scheduling, agendas, minutes, follow-ups), assisting Puppy Raising community needs (including adoption-related support for career change dogs), and partnering with Retail leadership to align and manage gift shop operations, including volunteer management
• Lead and develop staff and volunteers by directly managing the Administrative Program Coordinator (goal setting, coaching, performance monitoring, Quarterly Conversations) and recruiting, training, scheduling, and supervising administrative and gift shop volunteers
• Ensure strong data and communication practices by maintaining Salesforce processes, developing SOPs, ensuring data integrity and documentation accuracy, and collecting, analyzing, and distributing reports and survey data to stakeholders
• Plan and execute campus events and community engagement initiatives including graduations, employee events, Camp GDB, volunteer recognition, and fundraising events, while coordinating puppy raiser participation, communications, travel, and logistics, and producing event materials
• Manage procurement and office operations by overseeing inventory tracking, vendor coordination, supply ordering, mailroom services, phone and front desk coverage, and troubleshooting office equipment to ensure smooth campus operations
• Provide financial and administrative support through invoice processing, petty cash management, expense tracking, budget preparation assistance, and administration of employee clothing programs
• Support operational compliance and technical needs by assisting with basic IT troubleshooting, managing required CVI documentation and photo tracking for incoming dogs, adhering to safety policies, reporting incidents, and completing special projects as assigned

Qualifications

• 3-5 years of progressively responsible administrative experience, with supervisory experience strongly preferred
• Bachelor’s degree or equivalent experience required (degree preferred)
• Intermediate proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with Salesforce, document accessibility, paperless environments, and technology optimization preferred
• Demonstrated ability to manage multiple priorities independently while exercising sound judgment, maintaining attention to detail, and meeting deadlines
• Strong leadership, problem-solving, and organizational skills with the ability to build trust and collaborate effectively across teams
• Excellent verbal, written, and interpersonal communication skills, including the ability to navigate sensitive situations and conflict with discretion
• Customer service orientation with the ability to interact professionally with staff, clients, volunteers, vendors, and partners
• Experience with procurement, inventory management, accounting practices, invoicing, expense tracking, and cash handling
• Able to perform extensive computer, phone, and filing work, and flexibility to work weekends as needed for events and operations