Administrative Coordinator

The Administrative Coordinator position is an important position within the Breitenbush Hot Springs Retreat & Conference Center (“BHS”) and is held within the Admin Team. The Administrative Coordinator will collaborate closely with all departments to help with the smooth operation of the Co-op. The Administrative Coordinator reports to the Business Director and will work closely with the Director of People & Culture and the Board of Directors.

Duties & Responsibilities :

• Board Secretary (Note: Some or all of this section may be delegated if staff is available)

• Notes: Make sure that all required notes to all Board and Members Meetings are properly managed, distributed, filed, and posted according to the timelines in the Bylaws and the Handbook of Agreements. All such meetings will be recorded and the recordings filed properly.

• Agendas: Make sure that all agendas for Board and Members Meetings are distributed and posted according to the timelines in the Bylaws and the Handbook of Agreements.

• Foundational Documents: Make sure that the Bylaws,Handbook of Agreements, Conservation Easement, Stewardship Handbook, Stewardship Baseline Document, and all other Foundational Documents are kept in their designated directory and kept up to date as directed by the Board of Directors.

• Secretary’s Report: Create the Board of Directors Secretary’s Report and distribute in a timely manner as directed by the Board of Directors.

• Board Elections: Create, post, and manage nominations for the Board of Directors according to the timelines outlined in the Bylaws.

• Decision indexes: Maintain indexes of Board and Member Meeting decisions. Research Board and Membership decision history upon request.Reminders: Email out reminders regarding Agenda Items and Board and Membership Decisions when appropriate.

• Litigation Support: Provide research support for any litigation.

• Tech support:

• Support Information Services on an as-needed basis in managing the services and systems, assistance in troubleshooting, being able to perform routine checks for which the person would be trained.

• Manage and provide support for the following systems:

• Google Workspace: create/delete and manage accounts

• Reservations Software: create/delete and manage accounts, provide technical support of software use to guest services teams

• Staff Dashboard Google Site: Maintain and update links; proactively seek to predict upcoming needs

• Breitenbush’s Squarespace website: Work with Guest Services and Marketing & Events teams to create necessary updates to the website for emergencies, road conditions, closed camps, weather, etc

• Guest Experience Team Support:

• Lead projects that may cut across multiple teams such as creating procedures and training manuals, ordering furniture and equipment, or launching new guest experience initiatives

• Willing to be trained on Office, Clearing Arts, and/or Kitchen duties, in order to understand how the teams function as well as be able to fill in as a last resort

• Admin Team Support:

• Support members of the Admin Team with a variety of administrative tasks, including coordination, scheduling, recordkeeping, projects, and other administrative duties

• Safety Training & Safety Committee

• Participates as the Safety Committee Chair by calling and managing meetings as well as maintaining OSHA required documentation and reporting

• Works with People & Culture to ensure a safe workplace as defined by Oregon and Federal regulations

• Conducts and tracks all safety training of new staff and the ongoing safety training of existing staff. Communicates with People & Culture regarding training deadlines and requirements

• Attends Breitenbush Safety Committee meetings

• Maintains records of Safety Committee and schedules meetings

• Oversees OSHA required training of employees and maintains all OSHA required documentation

• Participates in standard safety walkthroughs as conducted by OSHA, SAIF, and the BHS Safety Committee reps

• Utilizes ClickUp to assign appropriate safety related issues (tickets) to Maintenance and other department(s) and follows up to resolution

• Helps to facilitate BHS annual fire evacuation training with the Business Director, BFD Fire Chief, and BFD Fire Captains as well as trained BFD On-Land Emergency Responders

• Updates all safety training documents in Paycom to be utilized for new staff onboarding and continued required training for other staff

• Implements safety training via Paycom when applicable

• Maintains injury incident reports and coordinates training on proper documentation; for major injury incidents, ensures full documentation is obtained

• Coordinates the management of Breitenbush’s Material Safety Data Sheets (MSDS)

• General

• Meets weekly minimum hours requirements. Full-time minimum required hours are scheduled based on team needs, and will not be less than 35 hours per week, as described in the Breitenbush Work Life Agreements

• Lives and works collaboratively with teammates, other teams, and fellow community members. Proactively seeks to solve problems and resolve conflict

• Special projects, as needed