Development & Administrative Coordinator

Oregon Rail Heritage Center
 Portland, OR | Full-Time (40 hrs/week), In-Person | PTO + Paid Holidays

About the Oregon Rail Heritage Center

Oregon Rail Heritage Center is a nonprofit museum and federally recognized railroad in Portland dedicated to preserving and sharing the region’s rich rail history. Home to three historic steam locomotives, ORHC operates a year-round museum, seasonal train rides, public programs, and community events — all supported by a passionate team of staff and volunteers.

ORHC is a growing organization with a strong volunteer culture and expanding operations. While the museum has been operating for more than 13 years, many internal systems, procedures, and staffing structures are still being refined and developed. This creates opportunities for staff to help shape processes, improve operations, and contribute to the continued growth of the organization.

Position Summary

The Development & Administrative Coordinator plays a vital role in both the front and back of house at ORHC. This role blends office administration with relationship-building — supporting daily operations, coordinating with donors, members, and volunteers, and ensuring smooth internal communications.

You’ll work closely with the Executive Director, Event Coordinator, and Marketing firm to help grow our community and keep things running behind the scenes. This is a great opportunity for someone who enjoys details, people, and making a tangible impact at a unique cultural organization.

Key Responsibilities

Donor, Member & Volunteer Engagement

• Support and grow relationships with donors, members, and volunteers
• Enter donations, memberships, and volunteer records into the Neon CRM database
• Prepare and send thank-you letters, receipts, and membership cards
• Maintain donor recognition lists and coordinate appeal mailings
• Assist with outreach strategies to build a stronger and more connected supporter base

Communications & Events

(in collaboration with the Executive Director, Volunteer & Event Operations Coordinator and ORHC’s marketing firm)

• Draft, schedule, and manage newsletters, social media content, and organizational updates
• Lead the development and coordination of flyers, signage, printed collateral, and other marketing materials
• Coordinate communication timelines, event promotions, and marketing deliverables with ORHC’s marketing firm
• Manage RSVPs, guest lists, invitations, and follow-up communication for events and programs
• Provide on-site support for events and assist with participation tracking and guest experience

Office Administration

• Maintain organized digital and physical filing systems
• Monitor and respond to general email and voicemail accounts
• Collect, sort, and distribute mail and deliveries
• Maintain internal calendars, meeting schedules, and room bookings
• Provide administrative support to the Executive Director, committees, and volunteers

Board & Committee Support

• Coordinate logistics for board and committee meetings (schedule, space, materials)
• Prepare and distribute agendas and meeting packets
• Take and distribute meeting minutes as assigned
• Track action items and assist with follow-up

What We’re Looking For

• 2+ years of experience in administrative support, communications, nonprofit operations, donor relations, marketing, museums, collections support, or related fields
• Strong writing, organizational, and communication skills
• Proficiency in Microsoft 365 and general office systems
• Experience with Neon CRM or similar donor databases preferred
• Experience with Canva, WordPress, Clover, FareHarbor, email marketing platforms, or social media scheduling tools is highly desirable
• Detail-oriented with the ability to manage multiple projects and timelines
• Comfortable working independently and collaboratively as part of a small team
• Strong interpersonal and customer service skills
• Available for occasional evenings and weekends for events and programs
• Interest in museums, heritage preservation, tourism, archives, or community-based nonprofits is a plus

Work Environment

This position works primarily in an office, museum, and event environment and requires regular in-person interaction with staff, volunteers, visitors, donors, renters, and community partners.

Duties may include:

• Lifting and carrying materials up to 30 pounds
• Assisting with event setup and organization
• Extended periods of standing, walking, and computer work

This position requires occasional evening and weekend availability during ORHF’s excursion and event seasons. ORHF operates weekend excursions from February through October and Holiday Express trains in November and December. This position typically supports a variety of public programs, donor events, and major museum events throughout the year and is generally expected to work approximately 15–25 weekend or event days annually.

Why ORHC?

This isn’t just any office—it’s a working rail heritage center where you’ll be surrounded by passionate people, living history, and a mission-driven team dedicated to preserving and sharing Oregon’s railroad heritage. Your work will directly support the experiences, programs, and relationships that connect thousands of visitors and supporters to ORHC each year.

ORHC is a growing organization with expanding programs, operations, and community engagement. We’re looking for team members who enjoy taking initiative, improving systems, building relationships, and helping shape the future of the organization. This is an opportunity to be part of a collaborative and evolving team environment where your ideas, organization, and contributions can have a meaningful and lasting impact.

Compensation

$58,000–$65,000 annually, depending on experience and qualifications.

Paid time off and paid holidays included.

To Apply

Send your resume and a brief cover letter to rdevereux@ORHC.org with the subject line:
“Development & Administrative Coordinator”
Applications will be reviewed on a rolling basis.