Office and Program Assistant Position Available

February 12, 2018

Temporary through mid-September



Organizational Overview

Since opening our doors in 1999, our mission remains the same: to support public education in the Portland area by providing free school supplies to students in need.  We do this because we believe that every child deserves school supplies and has the right to a quality education regardless of circumstance.

In the schools we serve, on average, more than 7 out of every 10 children are enrolled in a federal nutrition program.  Parents struggle to secure food, housing, and medical care: school supplies just can’t be a priority.  Schoolhouse Supplies fills a gap, leveling the playing field so that all children have equal access to tools that allow them to achieve academic success and feel confident.  With the community’s support, Schoolhouse Supplies has distributed $30 million in free school supplies.


Position Summary

The Schoolhouse Supplies Office and Program Assistant will support the organization’s operations and programs.  This is a great opportunity to engage with a thriving nonprofit and support your community. In this position some of operations and programs you will get to know include development/fundraising, community engagement/volunteers, the Free Store for Teachers, Tools for Schools, Schoolhouse Supplies Online, and the KGW School Supply Drive.


Key Activities for this Position (this is not a complete job description)

Database Support: timely and precise data entry, data and report processing, and database maintenance for multiple programs.  If you know the programs we use, that’s fantastic, but if you are familiar with other databases, it will be easy to learn these.

  • Development: eTapestry data entry; donor gift processing and thank you letter preparation (this work is minimal at some times of year and reaches a peak during the KGW School Supply Drive (late Aug-Sep,) end-of-year giving (Dec-early Jan,) and Celebrity Spelling Bee (Feb/Mar)
  • Community Engagement: Volunteer Impact data entry
  • Free Store: Vtiger inventory data entry
  • Communications: update My Emma e-communication contact database as needed
  • Ensure accuracy of data and usefulness of database systems; track and manipulate information on Microsoft Excel spreadsheets

Program Communication: prepare electronic and print announcements, invitations, mailings and more.

Free Store for Teachers program support: receive incoming donations, including providing a high level of customer service to product donors.  At times, oversee teacher shopping activities: greeting, check-in/out, preparation of shopping lists and additional duties as assigned.

Administrative Duties/Teamwork:

  • General office duties (greet visitors, answer phones, reply to email and phone inquiries)
  • Provide positive customer service to all donors, teachers, volunteers and other guests
  • Other duties as assigned


Essential Core Competencies – Office and Program Assistant


  • Demonstrated experience with CRM database and other software systems and tools
  • Highly proficient in Microsoft Office Suite and databases
  • Proficiency with Twitter, Facebook, Instagram, and WordPress
  • Exceptional attention to detail
  • Ability to safeguard confidential information
  • Ability to take initiative, be self-directed, and prioritize multiple taskswith a proven ability to shift gears and manage multiple projects and priorities
  • Strong time management and organizational skills
  • Ability to collaborate with others in a dynamic & interdependent team environment
  • Demonstrated interpersonal, and communication skills to display professionalism with a diverse community of colleagues and contacts
  • Nonprofit/community experience and experience working with volunteers preferred
  • Maintains punctual, regular and predictable attendance

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear.  The employee frequently is required to stand and walk.  The employee is occasionally required to use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, and depth perception.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.


Any combination of experience and training that would provide the required qualifications, knowledge, skills and abilities. The ideal candidate will be eager to work in a nonprofit or education-related organization.

Must pass a criminal background check.

Compensation and Hours

  • $12.50 – $15.00 per hour, depending on experience
  • 8-20 hours per week, schedule can be flexible based on program needs and your personal schedule

How to Apply

  • Please email a letter of interest/letter of introduction/cover letter that describes your interest in the position, along with a resume to: and be sure to include your last name and position title (OK to abbreviate!) in the subject line.

EOE Statement:  We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.