Portland Tennis & Education

Compensation

Full Description

The Director of Operations and Finance provides strategic leadership across Portland Tennis and Education's core operational, financial, and facility functions to ensure safe, efficient, and mission-aligned delivery of programs and community services. This role oversees organizational systems, budgeting and financial management, compliance, data and technology infrastructure, and day-to-day facility operations. The Director also supervises key operations staff, leads process improvement efforts, and partners closely with the Executive Director, Board, and Advancement Team to support long-term sustainability, community impact, and the effective stewardship of PT&E’s facilities and resources. Safety + Compliance • Lead PT&E’s safety strategy across the entire facility and at occasional off site programming, ensuring a safe environment for youth and adult participants, staff, and community members. • Maintain and strengthen risk management practices, including incident reporting, safety protocols, emergency procedures, and staff training. • Manage insurance policies to ensure appropriate coverage for facilities, equipment, programs, staff, volunteers, and special events. Systems + Processes • Design and implement internal controls, operational systems, and standard operating procedures that uphold transparency, accountability, and nonprofit best practices. • Lead organization-wide process improvement efforts to ensure high-quality program delivery, facility optimization, adoption of platforms and systems, and staff efficiency. • Supervise administrative operations including data management, reporting workflows, office logistics, and internal communication processes. • Ensure front desk operations and systems – such as court reservation processes, check-in procedures, communication workflows, and customer service protocols – operate smoothly and support mission-driven programming. Financial Management • Provide strategic oversight of the organization’s income and expense budgets, ensuring they support mission-driven priorities, community impact, and long-term sustainability. • Develop and manage financial forecasting models that reflect program demand, facility usage, and future capital needs. • Lead the annual budgeting process with support from the Executive Director, Board of Directors, external accountant, and department leads. • Oversee cash flow, banking partnership, invoicing processes, and financial reserves to maintain financial stability. • Manage external accountant, who oversees bookkeeping, monthly financial reporting, accounts payable, and accounts receivable. • Serve as staff liaison to relevant Board Committees; prepare Board-facing financial materials and provide strategic analysis and recommendations. • Coordinate audits and ensure adherence to nonprofit financial standards and compliance requirements. Facility + Assets • Oversee preventative and seasonal maintenance, safe operation, and quality standards of all facility spaces, including spaces used for youth- and adult-facing program delivery, administrative workspaces, and related assets (e.g., fleet vehicles). • Maintain inventory and systems for program equipment, technology assets, and facility supplies. Data + Impact Management • Oversee organizational data systems to ensure accurate tracking of program participation, court usage, financial metrics, and community impact. • Ensure data systems support continuous improvement, operational insight, and evidence-based decision making. Supervisory Responsibilities • Recruit, onboard, and train direct reports in partnership with Human Resources (HR), ensuring all hiring documentation and onboarding tasks are completed promptly. • Identify gaps in team staffing and initiate partnership with HR to backfill where needed. • Ensure appropriate staffing coverage during operating hours, ensuring hours worked stay within the approved annual budget.