Job Description for Bilingual Office Manager 

General Statement of Duties: Bilingual (ES/EN) Office Manager 

TransPonder is accepting online applications until filled. 

We welcome members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S+ community members, and others to apply. 

About the position: 

The Bilingual Office Manager must be passionate about the mission of TransPonder and is an experienced leader who will inspire others, including staff, board and volunteers. The responsibilities of this position are to provide excellent customer service to the community members and systems we serve. This includes greeting our clients, answering phones and emails, making appointments, managing patient flow, utilizing an Electronic Health Record, and administrative duties (e.g., copying, faxing, scanning). Understanding of and sensitivity to the needs of the community members who may have been historically marginalized, underserved and/or experienced other significant life stressors is also strongly valued. This position assists with all aspects of the organization, which can include administrative support and special projects. In addition, the position supports the organization’s management in the creation of effective and efficient work teams consisting of staff, volunteers, and community members. 

Reports to: Programs and Communications Director 

Work Schedule: Full-time. Schedule may include weekends and evenings as needed.

Work Location: 1185 Arthur St. Eugene, OR 

Benefits: Affordable Medical/Dental/Vision, Professional Development Reimbursement Program, Competitive pay, Holiday pay 

Salary: $55,000 depending on experience 

TransPonder determines starting pay based on relevant education and experience as provided by the applicant in their application materials. This process is consistent with the Oregon Equal Pay Act (OEPA). 

Examples of Duties Performed–Duties may include but are not limited to the following:

  • Manage incoming communications, including phone, e-mail, messaging correspondence.
  • Be the first point of contact and help walk-in clients in a calm and professional manner.
  • Respond to inquiries and provide general information regarding programs. 
  • Screen requests for service and route to appropriate staff.
  • Researches and assesses client needs asking questions to obtain a clear understanding of client needs to make the appropriate recommendations. 
  • Schedule client appointments.
  • Work with Electronic Health Record program. 
  • Medical billing 
  • Work on special projects as needed. 
  • Hiring contractors 
  • Engaging with facilities to schedule maintenance. 
  • Managing regular building meetings. 
  • Run errands for leadership. 
  • Support collaboration with community partners. 
  • Draft, edit, and proofread internal and external correspondence, including letters, memos, contracts and presentations. 
  • Translate documents and text into Spanish. 
  • Research new ideas and create proposals. 
  • Research, design and create community-facing and internal presentations, documents, and appealing visual content. 
  • Maintain sensitive and critical documentation. 
  • Assist in development of administrative work plans. 
  • Manage internal communications, including a regular internal newsletter. 
  • Performs other duties as assigned by Programs and Communications Director.
  • Job duties will expand as needed and as knowledge and ability is demonstrated. 

Qualifications 

Any equivalent combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the job. Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes with relevant transferable skills from a variety of sources and experiences. TransPonder will consider any equivalent combination of knowledge, skills, education, and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role. 

Skills in: 

  • Experience with community engagement, community organizing, and/or alternative services.
  • Strong analytical skills, with ability to put complex information into clear recommendations
  • Ability to promote a culture of respect, inclusiveness, and appreciation of diverse perspectives, backgrounds, and value 
  • Knowledge and understanding of equity and empowerment frameworks for policy, program, and organizational decision-making 
  • Excellent written and interpersonal communication skills 
  • Excellent in time & project management, in addition to organizational and record-keeping skills
  •  Able to identify, set priorities, develop work plans, and move teams of staff and volunteers in line with goals and strategic direction. 
  • Proficient with Word, Excel, Outlook, PowerPoint, and willingness to learn new software, including databases, social media, and management tools. 

Required Qualifications: 

  • Fluent in Spanish/English.
  • Expertise in motivational communication and ability to craft compelling, story-driven messaging and dynamic collateral materials.
  • Leadership skills and ability to set challenging and attainable goals, to set priorities, to inspire others to high levels of creative performance, and to leverage ideas into action.
  • Experience in effectively prioritizing needs in a complex work environment with multiple and sometimes competing agendas.
  • Commitment to diversity and inclusiveness in all aspects of job performance.
  • Proven strategic, organizational, planning and analytical skills.
  • Excellent financial and computer skills.
  • Excellent written and oral communication skills.
  • Self motivated and a life-long learner.
  • Collaborates and works effectively in a team environment.
  • Ability to maintain a high level of confidentiality, a professional demeanor, and to represent the organization in a positive manner at all times.
  • Ability to travel up to 25%.
  • COVID-19 Vaccine: TransPonder requires all employees to be fully vaccinated for COVID-19.

Minimum Qualifications: 

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. 

Experience: 

Two (2) years of relevant work experience. 

Training: 

High school diploma or a GED.