Administrative Manager-Philanthropic Services

Oregon Community Foundation
Administrative Manager-Philanthropic Services
Location: Portland, OR 
Application Deadline: 11/20/2020
Since 1973, the Oregon Community Foundation (OCF) has pursued a mission to improve lives for all Oregonians through the power of philanthropy. The Foundation invites Oregonians with different perspectives to come together around the shared value of giving back. We work with individuals, families, businesses and organizations to create charitable funds that support the community causes they care about. These funds support the critical work that nonprofits are doing across Oregon. Our headquarters are in Portland, with regional offices in Bend, Eugene, Salem, and Medford, Oregon.
Primary Purpose:
The Administrative Manager supports operations of the statewide Philanthropic Services Department (PSD) to ensure clarity, efficiency, and excellence in systems and processes. The Administrative Manager coordinates across branches, offices, departments, and roles to ensure that systems are in place to support responsive, personalized engagement of professional advisors, prospects, donors, philanthropic partners, and grantees.  As the primary internal operational liaison for PSD, the Administrative Manager works in close collaboration with department directors and colleagues across the organization to measure progress toward goals and support the Foundation’s philanthropic priorities. 
Essential Duties and Responsibilities

Operations – Percentage of Time: 80% 

In partnership with branch directors, oversee PSD operations to maximize department staffing resources and meet administrative demands; coordinating operations across departments as necessary
Lead administrative problem-solving and process improvement projects to streamline operations and improve stakeholder engagement activities; coordinate administrative efforts within the department and participate in foundation-wide administrative team meetings
In collaboration with the Operations Team, lead PSD efforts to develop systems that support department programs, projects and activities and track progress toward strategic priorities as outlined in the strategic plan
Develop strategies to maintain department workplan(s) and calendar (vacation, events, communications), policies, procedures, and professional development plans; ensure key issues are discussed at management, branch and department meetings and retreats

Manage and monitor the department’s budget and budgeting process; manage contracts and reporting

Coordinate the fulfillment of department-wide data and reporting needs 

In collaboration with the IT Team, ensure software and technology needs are coordinated across the department

In coordination with the Operations Team, lead PSD teams to develop systems to support department-wide communications and information-sharing; coordinate production of board and committee reports and stakeholder communications with Marketing and Communications as necessary; serve on internal cross-functional communications team
Coordinate and lead new PSD employee training; manage and update processes and training manuals and coordinate training with supervisors and Human Resources


Supervision and Team Management – Percentage of Time: 20% 

Supervise Stewardship Coordinator, and potentially other PSD employees as the foundation grows
Provide ongoing staff support, including coaching and reviews in accordance with OCF policy

Marginal or Non-Essential Job Duties:  

None identified

Required Cultural Values: In addition to the specific job requirements for each position, staff are expected to embody certain cultural values to support OCF’s mission: communicate effectively, value one another, demonstrate accountability, embrace possibilities, address conflict and take action.

Required Education, Skills, Training and Experience and Skills
Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for the role. 

Six years’ progressively responsible administrative or operations management experience resulting in a demonstrated track record of managing large-scale operations, processes and communications
Four years’ prior supervisory experience; skilled at building a high-functioning team
Experience in stewardship, donor relations or development desirable
Relevant bachelor’s-level education credentials, such as a degree in Business, Nonprofit Management, or another related field, or an equivalent combination of experience and education in lieu of a degree
Excellent communications, conflict resolution and relationship building skills to deliver high quality services to a range of constituents and to work effectively and collaboratively with others to achieve effective outcomes
Strong written and oral communication skills, including proofreading and presenting information to an audience
Deep experience in administrative and clerical procedures including project management and process improvements
Ability to gather and analyze data and produce concise reports
Ability to work independently and take initiative to identify issues and complete tasks
Proficiency in Microsoft Office Suite, databases and project management software
Cultural agility skills necessary to work effectively with diverse people, teams and communities
Excellent time-management skills and the ability to follow through on projects to successful completion
Strong organizational skills — detail-oriented, ability to work independently and within a team, ability to prioritize and manage several tasks efficiently, ability to meet multiple deadlines and ability to quickly shift priorities and adapt to change
Ability to clearly communicate expectations and decisions, demonstrating good judgment and sensitivity
Ability to take a systematic approach to analyzing and recommending changes in processes, operations and programs
Ability to think big picture as well as attend to day-to-day operations
Ability to work successfully within complex systems, tolerate ambiguity, and demonstrate flexibility in achieving goals

Physical Demands and Working Conditions: This job is typically performed under very comfortable working conditions; any disagreeable elements are generally absent during normal performance of the job. Job duties are performed in an office setting or indoor meeting rooms.   Requires some prolonged periods using computer and monitor and may require prolonged sitting or standing. Infrequent lifting up to 25 lbs. and bending are required.   
The physical effort typically applied in this job includes: Standing, sitting, walking, lifting, bending, pulling, pushing, reaching, manipulating, stretching, carrying, keying/typing.
The amount of effort typically applied and the frequency of application: (Whereas, the following refers to lifting, any equivalent effort may be substituted.)
Less than 1 pound – Effort applied less than 15% of the time
Between 1 and 5 pounds – Effort applied less than 15% of the time
Between 5 and 25 pounds – Effort applied less than 15% of time
The effort reflected above is typically applied when sitting, standing, bending, and walking.

Travel – Percentage of Time: