Garden Department Administrative Manager

Portland Japanese Garden, Portland Japanese Garden – a 501(c)(3) non-profit in Portland, Oregon – is hiring for a full-time Garden Department Administrative Manager. The Garden Department Administrative Manager coordinates and works closely with the Garden Curator and Garden Team in all aspects of administrative support in garden maintenance and capital projects for budgeting, retaining contractors, and the procurement of essential garden materials. This position assists the Garden Curator and Senior Gardener to strategically plan, assess, and implement methods of consistent improvement to our physical garden assets. This includes the facilitation and systemization of the development of the gardeners with training programs for longer term sustainability of garden quality control and maintenance.

The Administrative Manager also serves as the Garden Department’s liaison with the International Japanese Garden Training Center, and externally with municipal government agencies, both domestically and internationally. The Garden Department Administrative Manager reports to the Garden Curator, and works at the primary Garden campus, located at 611 SW Kingston Ave.

Primary Duties

Garden Department/Team Support

• Support the preparation for the annual budget, monitor expenditures, and analyze variances, providing a report in bimonthly meeting
• Provide administrative support and develop ways to systemize various documentations including department IT support, and the usage of Microsoft Teams, and other various apps
• Educate gardeners on systemized department purchases and expense trackin
• Coordinate with the POC Manager to facilitate job postings for new hires, arrange applicant interviews, and organize on-boarding processes with necessary tools and uniform
• Keep inventory of basic tools (tools initially given to gardeners) and uniform
• Create Garden Department portfolio and staff chart, and file all updates such as certificates and licenses as needed
• Refine garden team’s work calendar and other communication tools between management and the gardeners
• Support Gardener education/training together with the Garden Curator and Senior Gardener

Garden Curator Support

• Provide administrative support for the Garden Curator’s scheduling
• Record and report the Garden Curator’s credit card charges to the Finance Department
• Organize and create materials for meetings, take minutes, and research information
• Support communication of Garden Curator’s contacts of national and international outreach in garden communities
• Assist with compiling and organizing materials for the Garden Curator’s travel
• Coordinate the admission of visitors for the Garden Curator and provide hospitality
• Assist the Garden Curator with project proposals and presentation papers

Other Duties

• Work with the City, BES, Portland Parks and Rec., Urban Forestry and other government agencies in support of projects and obtaining information and permits
• Proactive in learning the Japanese garden tradition: Seeking knowledge of its history, aesthetics, design principles, and obtaining construction and maintenance skills
• Ensure all insurance issues for Garden Department, including Bonsai loan, staff injuries (with POC), and various physical garden assets are handled appropriately and timely
• Assist with Japanese garden research and development (information management), including archiving and organizing present record keeping
• Support educating the Garden Department by providing Japanese culture studies
• Support gardeners in facilitation of garden material research and procurement
• Update promotional materials for the Garden Department and prepare guest packages
• Serve as the Garden Department liaison to the International Japanese Garden Training Center
• Facilitate the monthly Garden Resource Committee meetings
• Serve as the Garden Department liaison to Kashintei-kai tea group
• Build relationships with committee members, city officials, consultants, contractors, and other individual experts

Other Responsibilities

• Familiarize oneself with the organization and the Employee Handbook
• Get to know fellow staff members, developing trust, establishing credibility, encouraging teamwork, and creating an atmosphere of open, honest, two-way communication
• Serve as a role model for Garden volunteers, providing support and encouragement to volunteers in their roles across the Garden
• Maintain a high level of professionalism in manner and appearance
• Adhere to Garden Dress Code (business casual)

Qualifications

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 position, 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 this role.

• Bachelor’s degree or higher, or equivalent experience
• Minimum 2 years of prior administrative/office management experience
• Detail-oriented with exceptional organization skills
• Ability to write routine reports and correspondence, maintain data logs
• Ability to communicate effectively and professionally before oversight committees, staff, and others
• Exceptional team building skills
• Proficient with Microsoft Office Suite (Outlook, Word, Excel)
• Knowledge of Japanese culture, history, aesthetics, arts, and crafts
• Fluency in Japanese language communications in business settings preferred

Special Requirements

• Must be able to remain in a stationary position and/or move about the Garden for several hours
• Occasional evening and weekend work required

Compensation & Schedule

• Starting Wage: $53,000 - 60,000/year
• This is a full-time, salaried position with 40 – 45 hours per week, Monday through Friday.
• Benefits:
  • health, dental, and vision insurance (premium 100% covered for employees), with partial deductible reimbursement
  • 401k plan (after 6 months, with 4% employer match after 1 year)
  • flexible spending accounts for medical and dependent care expenses
  • paid time off:
    • vacation: 3 weeks per calendar year to start, with regular increases
    • wellness: 10 days per calendar year
    • holidays: 10 holidays per year
  • free access to the Employee Assistance Program (EAP)

Transportation

The Garden is located at 611 SW Kingston Avenue, in Washington Park. Below are the transportation options for staff commuting to the Garden:

• Parking: Staff may park in the numbered spaces throughout Washington Park, which require payment. The cost is $8/day, or staff may request parking permits from Washington Park. The Garden subsidizes a portion of the cost for parking permits; the cost for staff is $75 during the high season (March – September) and $50 during the low season (October – February).
• Bus Passes: For staff who take public transit as their primary means of commuting to the Garden, we provide paid bus passes. Full-time staff receive a monthly TriMet pass, and part-time staff receive daily passes, based on their work schedule.
• Transportation Stipend: Staff who take any form of alternative transit to get to work qualify for a $5 daily stipend. This includes taking public transit, walking, biking, carpooling, or getting dropped off. The only staff who do not qualify for the stipend are those who are receiving a bus pass through the Garden.

Applications

To apply, please submit a resume, cover letter, and three work-related references. Incomplete applications will not be considered. Please no phone calls or hand delivered applications. Deadline to submit applications is March 31st.

All submitted applications will be held in confidence.