Job Details

Operations & Administration Director

Location: Medford, Oregon • Part-Time (32 - 36 hrs/week) • Non-Exempt • In-Person

Reports to: Executive Director

Compensation: $31-$34/hr DOE

Benefits Include: 29 Paid Organizational Rest Days each year • Professional Development Opportunities • Flexible, mission-driven workplace 

What We're Looking For

The ideal candidate is a thoughtful, proactive leader who loves helping an organization thrive. You naturally create order from complexity, anticipate needs before others see them, and take ownership of ensuring both the big picture and the small details are consistently cared for.

You enjoy building systems that help people succeed, strengthening organizational processes, and removing obstacles so your team can focus on what matters most. Whether you're preparing for a Board meeting, supporting a staff member, coordinating a major project, welcoming a community partner, troubleshooting an operational challenge, or making sure the coffee is stocked, you understand that organizational excellence is built through thousands of intentional actions.

You are highly organized without becoming rigid, collaborative without waiting to be asked, and confident enough to make decisions while knowing when to seek input. You bring professionalism, humility, sound judgment, and exceptional follow-through to your work, earning trust through reliability and a genuine commitment to helping others succeed.

About Rogue Valley Mentoring

Rogue Valley Mentoring believes every young person deserves meaningful connection, a sense of belonging, and opportunities to thrive. We build caring relationships that strengthen resilience, support positive youth development, and connect young people, families, schools, and communities. Our team is collaborative, strengths-based, and committed to continuous learning and improvement. We value initiative, professionalism, thoughtful communication, and a willingness to step in wherever needed to support one another and advance our mission. Every member of our team plays an important role in creating an organization that is welcoming, dependable, and responsive to the youth and communities we serve.

Position Overview

The Operations and Administration Director is responsible for ensuring Rogue Valley Mentoring runs with excellence every day. This role oversees the people, systems, and day-to-day operations that keep our organization organized, supported, and moving forward.

Reporting to the Executive Director, you'll lead administration, human resources, finance coordination, executive support, office operations, communications, and organizational systems. You'll anticipate needs, remove obstacles, strengthen processes, and help ensure that our staff, volunteers, and Board have what they need to focus on supporting youth and families.

Primary Responsibilities

Organizational Operations

• Lead and continuously improve day-to-day office operations, administrative systems, and organizational workflows.
• Foster a welcoming, organized, and professional office environment for staff, volunteers, donors, and community partners.
• Oversee facilities, office technology, vendor relationships, subscriptions, insurance, organizational registrations, and records management.
• Develop and refine systems that improve efficiency, accountability, and organizational effectiveness.

Executive Administration

• Serve as the Executive Director's primary administrative partner.
• Manage calendars, scheduling, travel, meeting logistics, and organizational priorities.
• Prepare board materials, meeting agendas, reports, presentations, briefing documents, and follow-up action items.
• Draft, edit, and coordinate professional correspondence, donor communications, grant-related materials, and organizational documents.
• Conduct research and prepare recommendations to support Executive Director decision-making.

Human Resources & Team Support

• Coordinate recruitment, hiring logistics, onboarding, and offboarding.
• Maintain personnel files and support payroll, benefits administration, and HR compliance.
• Coordinate professional development, staff appreciation, and internal communication systems.
• Help cultivate a collaborative, strengths-based, equitable workplace culture.

Finance & Administration

• Coordinate budget tracking, expense management, credit card reconciliation, and grant financial documentation.
• Support audits, reporting requirements, organizational compliance, and policy administration.
• Ensure recurring organizational deadlines and reporting requirements are completed accurately and on time.

Communications & Organizational Coordination

• Coordinate internal communications, leadership meeting preparation, project tracking, and organizational calendars.
• Oversee administrative aspects of the communications calendar, website updates, and organizational communications in partnership with staff.
• Coordinate logistics for board meetings, staff retreats, trainings, donor events, and community engagement activities.

Data & Compliance

• Maintain organizational records and reporting systems.
• Support accurate reporting to government agencies, funders, and community partners.
• Help ensure organizational policies, systems, and practices remain compliant and aligned with nonprofit best practices.

Supervision

• Supervise administrative support staff, Office Coordinator, and AmeriCorps VISTA positions.
• Provide operational leadership and coordination across administrative functions.
• Support cross-department collaboration and organizational accountability.

Qualifications

Required Experience & Qualifications

• Bachelor's degree in business administration, nonprofit management, public administration, communications, human resources, or a related field; equivalent professional experience may be substituted.
• 5+ years of progressively responsible experience in operations, administration, executive support, or organizational leadership.
• 3+ years managing an office or organizational operations, including responsibility for administrative systems, vendors, facilities, technology, and day-to-day business operations.
• 3+ years supervising staff, including direct supervision of 3 or more employees, with responsibility for coaching, accountability, performance management, and professional development.
• Demonstrated experience supporting senior leadership or executives by managing complex calendars, priorities, meetings, and confidential communications.
• Experience coordinating multiple high-priority projects simultaneously while consistently meeting deadlines and maintaining exceptional attention to detail.
• Demonstrated experience developing or improving organizational systems, workflows, or administrative processes that increased efficiency or effectiveness.
• Experience coordinating organizational budgets, expense tracking, contracts, purchasing, or financial administration.
• Exceptional written communication skills, including experience drafting executive correspondence, reports, board materials, or presentations.
• High level of proficiency with Google Workspace, database/CRM systems, and office technology.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and work independently with minimal supervision.
• Commitment to strengths-based leadership, equity, collaboration, and continuous improvement.
• Ability to successfully pass a background check.

Preferred

• Experience serving in a nonprofit leadership or senior operations role.
• Experience supporting an Executive Director, CEO, or organizational leadership team.
• Experience working with a Board of Directors, including preparing board packets, agendas, minutes, and follow-up.
• Experience overseeing HR administration, including hiring, onboarding, benefits administration, personnel files, and employment compliance.
• Experience coordinating nonprofit finances, including budgeting, grant financial tracking, payroll coordination, or audits.
• Experience supervising AmeriCorps members, volunteers, interns, or multidisciplinary teams.
• Experience with WordPress, donor databases/CRMs, QuickBooks Online or comparable accounting software, and project management platforms.
• Familiarity with the Rogue Valley community and the nonprofit sector in Southern Oregon.

Apply

Please submit a resume and cover letter to sarahhoward@rvmentoring.org.

Rogue Valley Mentoring is an Equal Opportunity Employer. We are committed to creating an inclusive workplace and encourage applications from individuals of all backgrounds, identities, and lived experiences. Employment is contingent upon eligibility to work in the United States and successful completion of a background check.