Director of Administration

Job Title: Director of Administration

Location: Portland, OR

Salary: $80,250 – $84,250 / year DOE

Open Signal envisions an anti-racist media future. Our staff are a diverse community of teachers, media artists, social activists and dynamic nonprofit professionals. Launched in 2017, we’re building upon the 35-year legacy of Portland Community Media to create a media arts resource unlike anything else in the Pacific Northwest.

Open Signal’s mission is to nurture the change-making power of community media in service of a just and equitable world.

The Director of Administration is a pivotal role within the organization, responsible for overseeing administrative, HR, and financial functions.

As the Director of Administration you will manage the administrative staff, implement policies and procedures, oversee facilities and resources, and ensure compliance, best practices, and equity-driven decision-making in operations. You’ll be responsible for fostering effective communication, coordination, and problem-solving across various facets of the organization’s administrative landscape.

This role is a part of a shared leadership team that collectively embodies the role of the Executive Director.

Essential Duties & Responsibilities

Financial Management
Oversee the work of the finance team and external accountants in managing accounts payable/receivable and capital purchases. With the Board Treasurer, lead the Board Finance Committee. Monitor bank accounts, manage administrative budgets, and control expenses. Lead financial planning, forecasting, procurement, and policy implementation. Develop financial tools, ensure tax compliance, and collaborate with auditors for seamless audits. Present financial reports to key stakeholders.

Administrative Management
Oversee and lead administrative staff, ensuring cohesion and support. Develop efficient office procedures, managing day-to-day operations, and optimization of facilities and equipment. Stay up-to-date on local laws for compliance, contribute to the Safety Committee, and oversee insurance renewal and various business filings.

Human Resources and Personnel Management
Lead and support HR staff responsible for compliance with employment and labor law and regulations, facilitating their professional development. Ensure compliance and best equity practices for recruitment, onboarding, and training processes, as well as strengthening staff success and wellness through ongoing improvement of HR policies. Oversee payroll and benefits administration, and collaborate with the Policy Development Committee to update the organization’s employee handbook and policies.

Communication and Coordination
Facilitate communication across administrative departments and the organization, coordinating cross-functional initiatives and projects. Act as a liaison between the Leadership Team and administrative staff, implementing strategies for effective information dissemination. Address and resolve issues in administrative processes and workflows.

Shared Leadership Duties & Responsibilities

People and Purpose
Provide inspired leadership to propel the organization’s purpose, mission, and goals. Collaborate with the board of directors, staff, and community to develop and implement strategic plans with measurable outcomes. Foster a culture of belonging among staff and community through sincerity, trust, empathy, compassion, and recognition.

Fundraising and Financial Management
Support fundraising initiatives and manage organizational budgets to ensure fiscal sustainability. Make strategic financial decisions, implement resource optimization policies, and oversee risk management, legal compliance. Manage compensation structures to guarantee equitable and living wages.

Community Engagement and Public Relations
Cultivate reciprocal relationships with community leaders, donors, supporters, and influential entities including policymakers and government agencies. Advocate for the organization’s purpose and represent it effectively in the public domain.

Organizational Oversight and Impact Assessment
Establish systems to assess the impact of programs, initiatives, and operations. Organize advisory groups as needed, ensure regulatory compliance, and support organizational goals. Collaborate with staff to enhance program effectiveness and audit procedures and documentation to assist staff in meeting their goals.

Employee Commitment to Equity
At Open Signal, we are deeply committed to fostering a workplace culture that values diversity, equity, and inclusion. We recognize that achieving true equity requires ongoing education, reflection, and action. As such, we expect all staff members to actively engage in regular training opportunities, encouraging an environment where individuals continually challenge themselves to expand their understanding of equity issues. This commitment is not just a requirement but a shared responsibility as we strive to create a workplace that reflects and celebrates the richness of diverse perspectives. Through continuous learning and self-reflection, each staff member contributes to our collective journey towards greater equity and inclusivity. Together, we can build an organization that is not only aware of the challenges but actively working to dismantle barriers and create a more just and equitable community.

Minimum Qualifications

• Experience in overseeing administrative operations;
• Experience in overseeing  financial operations, including budget management, financial planning, and reporting;
• Demonstrated experience in leading and managing teams;
• Experience with personal and team goal setting;
• Communication skills;
• Attention to detail;
• Demonstrated understanding of social inequities;
• Self awareness and accountability;
• Commitment to giving and receiving effective feedback.

Trainable Qualifications

• Familiarity with relevant regulations, including HR policies, tax filings, and labor laws;
• Knowledge of G-Suite;
• Knowledge of data entry such as CRM systems;
• Knowledge of Anti-oppression management practices.

FLSA Status
Exempt (Not eligible for overtime pay)

Additional Requirements
This position will have access to organizational finances so it will require a background check.

Hiring Timeline

• Friday, March 1st – Applications close
• Tuesday, March 26th – Friday, March 29th- 1st round interviews
• Monday, April 1st – Friday, April 5th – 2nd round interviews
• Wednesday, April 8th – Offer letter sent
• Wednesday, April 24th – Start date

How to Apply
Submit your resume to hr@opensignalpdx.org with the subject line: “Director of Administration Position”

In lieu of a cover letter answer the 3 screening questions listed below in one page or less:

• How have you previously implemented and managed budgeting and financial forecasting? Can you provide an example of a financial strategy you developed and its impact?
• Can you discuss a time when you had to update or implement policies or ensure compliance with legal regulations? How did you approach this, and what was the outcome?
• Describe your leadership style. How have you motivated and managed teams in the past, especially in a diverse and inclusive work environment?

EEO Statement
Open Signal is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment that is free of harassment, discrimination, or retaliation because of age (40 and older), race, color, national origin, ancestry, religion, sex, sexual orientation (including transgender status, gender identity or expression), pregnancy (including childbirth, lactation, and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed servicemember status, or any other status protected by federal, state, or local laws.

The Organization is dedicated to the fulfillment of this policy in regard to all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.