Communications and Outreach Coordinator

Communications and Outreach Coordinator

Rogue Workforce Partnership

Rogue Workforce Partnership (RWP) is a non-profit organization that focuses efforts and investments in the talent needs of employers and in providing equitable access to workforce services and training programs for youth and adults throughout the Rogue Valley, including Jackson and Josephine Counties.

ROLE OUTLINE

The Communications and Outreach Coordinator provides essential administrative and operational support to the Communications and Outreach department. As the primary “in-office” presence for your team, you serve as the departmental hub, managing the flow of information, coordinating schedules, and ensuring that our external engagement efforts are backed by organized documentation and professional communications.

This position is designed as a growth role: it begins as a part-time (20 hours/week) position focused on high-level administrative support for our field team. As the department’s needs expand, this role is expected to transition into a full-time (40 hours/week) position with full benefits.

RESPONSIBILITIES

Phase 1 (20 hours/week)

In this initial phase, you will work directly with the Senior Business Services Manager, who maintains primary responsibility and oversight for our regional outreach strategies. Your role is to serve as the “right hand” to the Manager, providing the administrative, logistical, and technical support necessary to execute our business-led mission. As the department’s needs expand and this role scales toward a full-time position, your responsibilities will grow to encompass broader communications and data coordination across the entire organization.

Outreach Operations and CRM Hub

• CRM Stewardship (HubSpot): Serve as the primary driving of our CRM data. You will maintain business contacts, log engagement notes from the field team, and keep our outreach pipeline accurate and actionable.
• Departmental Anchor: Serve as the consistent inoffice point of contact. Triage incoming business inquiries (phone, email, social) and route them to the appropriate staff for timely followup.
• Partnership Logistics: Coordinate the "convenings" that drive our mission, managing calendars, drafting agendas, prepping meeting materials, and capturing the action items that keep regional projects moving.

Communications Support and “Content Harvesting”

• The Story Scout: Proactively gather success stories and feedback from Rogue Business Elevate investments. You’ll "harvest" raw data and testimonials for newsletters and social media.
• Inventory Management: Monitor and maintain the inventory of all outreach materials (business cards, brochures, promotional items). You ensure the field team is always prepared with highquality "leavebehind" assets.
• Distribution Support: Assist in the tactical deployment of employerrelated communications, ensuring our "Promise to Southern Oregon" brand remains consistent across all digital and print channels.

Institutional Memory & Financial Flow

• The Librarian: Maintain highly organized electronic and physical filing systems for all Business Services programs. You are the steward of our documentation, ensuring agreements and records are accurate and ready for audit.
• Financial Processing: Track and process employer reimbursement requests. You are responsible for verifying that all required documentation is complete and compliant before it moves to payment.
• Program Records: Manage data entry for specialized programs (OJT, youth work experience, etc.), ensuring our records meet the high standards of our federal and state authorizations.

Other duties as assigned.

Qualifications & Key Proficiencies

• Experience: 25 years in administrative support, office coordination, or a related professional field. Experience in workforce or economic development is a significant plus.
• The "InOffice" Anchor: Proven ability to work independently in an office environment, maintaining departmental flow while the primary team is in the field.
• System Savvy: Proficiency in Microsoft Office and CRM platforms (HubSpot preferred). You should be comfortable with database maintenance and ensuring data integrity.
• Communication & Marketing Tools: Familiarity with email marketing (Mailchimp), social media scheduling, and basic content management. You have the "Content Harvesting" mindset to spot and share success stories.
• Administrative Precision: Strong attention to detail in document processing, calendar coordination, and meeting logistics. You take pride in being the "Librarian" of the department’s records.
• Financial Literacy: Experience handling basic financial documentation, such as processing reimbursements, invoicing, or tracking program expenses.
• Professionalism: Exceptional written and verbal communication skills. You can represent the organization professionally to regional business leaders and community partners.

PHYSICAL DEMANDS OF THE JOB

Will be expected to often work at a desk or in meetings for long periods. They should be comfortable sitting at a computer, attending meetings, and standing when necessary. Must have the ability to use computers and other technological devices for various tasks. May need to travel occasionally for meetings with stakeholders, site visits, or conferences. They should be willing and able to travel as needed.

WORK ENVIRONMENT

Work is generally performed in an office. Some travel and fieldwork are required. Responsibilities may require work outside of traditional work hours.

DRIVING

This position requires the ability to travel, both within and outside of the service area. Must have a valid Oregon driver's license and an acceptable driving record.

COMPENSATION

$25.00 – $30.00 per hour, commensurate with experience, skills, and performance.

This is a part-time position, starting at 20 hours per week, with the expectation to expand into a full-time role eventually (based on applicant’s competency and need of the organization).

LOCATION

The Rogue Workforce Partnership serves Jackson and Josephine Counties as a region. The position will be primarily in-person with occasional remote work and may travel within the region as needed.

MUST BE ABLE TO PASS A CRIMINAL BACKGROUND CHECK

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

About Rogue Workforce Partnership

Rogue Workforce Partnership (RWP) is a non-profit organization that focuses efforts and investments in the talent needs of employers and in providing equitable access to workforce services and training programs for youth and adults throughout the Rogue Valley, including Jackson and Josephine Counties.