Agency Support Advocate in Saint Helens, Oregon at ADVOCATE ACCESS NW

POSITION SUMMARY:

The Agency Support Advocate functions as a central program assistant responsible for ensuring the smooth operation and support of program activities, members, and personnel. This position completes quality assurance checks across systems, executes special projects, and ensures that the needs of Members, Direct Support Professionals (DSPs), and visitors are met. This person ensures program-wide needs are proactively addressed and supports ongoing daily operations. The Agency Support Advocate also provides urgent support responding to emergent member needs as an Immediate Need Advocate (INA), sometimes including after-hours availability.

KEY RESPONSIBILITIES:

Program Support & Quality Assurance

• Complete ongoing quality assurance reviews for all operational systems.
• Ensure documentation is complete, current, and accurate across programs.
• Identify discrepancies or system needs and escalate or resolve as needed.
• Provide logistical support to ensure all Members, DSPs, and visitors have their needs met in a timely and professional manner.

Administrative & Executive Support

• Serve as the administrative support for the program leadership team.
• Take accurate notes for team meetings and as requested by supervisors.
• Assist in preparing reports, correspondence, and communications for internal and external users
• Schedule meetings, manage calendars, and coordinate program logistics.
• Organize and maintain electronic filing systems.

Special Projects & Event Support

• Execute special projects as assigned by the Directors or leadership team.
• Assist with planning and coordination of internal and community events.
• Ensure proper setup, communication, and breakdown of agency-sponsored events.

Communication & Coordination

• Act as a liaison between program staff, administration, and external contacts.
• Maintain a high level of professionalism in all interactions.
• Ensure timely distribution of communications, updates, and reminders across the program.

Operational Support Duties (Executive Assistant Style)

• Draft and manage agency documents, memos, and forms as needed.
• Maintain confidentiality of sensitive agency and personnel information.
• Order office and program supplies, track inventory, and submit purchase requests.
• Support onboarding processes for new hires or volunteers by preparing materials or coordinating logistics.

ADDITIONAL DUTIES:

• Collaborate with administrative team members and direct support professionals.
• Respond promptly to urgent member needs.
• Perform other duties as assigned.

PREFERRED QUALIFICATIONS:

• Associates degree or equivalent experience in Office Administration, Human Services, or related field.
• 2+ years of experience in an administrative, executive assistant, or operations support role.
• Proven ability to organize, prioritize, and manage multiple tasks with attention to detail.
• Strong interpersonal skills and the ability to work effectively with diverse teams.
• Proficiency with Microsoft Office 365 (SharePoint, Excel, Outlook), and project management tools.

CORE COMPETENCIES:

• Detail-Oriented: You consistently produce accurate work, even under tight timelines.
• Responsive: You anticipate needs and respond with urgency and care.
• Professional: You represent the agency with a high degree of respect and discretion.
• Adaptable: You manage shifting priorities with grace and remain solutions-focused.
• Supportive: You enjoy creating order and supporting others in achieving success.

BENEFITS:

• Paid personal and sick leave
• Paid holidays
• Medical, vision, and dental insurance and
• 401(k) retirement match
• Bonus