top of page

Hiring: Administrative Director

Now Hiring

Compassionate Ocean Zen Center seeks to hire a part-time Administrative Director. This position is responsible for maintaining and growing the administrative function of the Center.

Background

About Compassionate Ocean

Compassionate Ocean began informally in 1995 and formally in 2000 as a 501(c)(3) nonprofit corporation. It was founded by Guiding Teachers Joen and Michael O’Neal as a Zen practice community and mindfulness resource.

The Center’s programs include Buddhist studies classes, Introduction to Zen classes, secular Mindfulness Based Stress Reduction classes, daily meditation gatherings, weekly Dharma talks, monthly retreats, and special events. Most programs take place in our Zen center located in Northeast Minneapolis, with some hybrid participation offered via Zoom. The Center also leases office space in the adjacent Casket Arts Building.

Administrative Director Position

From its inception, Compassionate Ocean has operated on a lean budget. Paid staff has consisted of the two Guiding Teachers plus a part-time Communications Coordinator/Administrative Assistant. In the past, the bulk of the administrative work was handled by the Guiding Teachers in addition to their teaching and general stewardship of the Center. In 2021, the Administrative Director position was expanded from 10 to 20 hours per week to relieve the Guiding Teachers of administrative responsibilities and put more skilled energy into the administrative function of the Center.

Administrative Director Position

Function and Responsibilities

The Administrative Director’s overall function is to manage the administrative component of our organization: providing support for the guiding teachers, members of our community and the general public with regard to our mission; effectively integrating volunteers; and seeing that administrative tasks are carried out with a high degree of proficiency and timeliness.

The main areas of responsibility are listed below.

Promotion:

The Administrative Director will lead and implement effective ways of promoting the Center’s programs in a manner consistent with our identity as a Zen Buddhist religious center.

  • Lead development of a strong mission-appropriate promotion strategy and schedule.

  • Regularly update website (Wix) and Google Business listing.

  • Prepare bulk emails using Mailchimp and targeted emails using CRM software.

  • Design and print promotional flyers, posters, and other printed promotional materials.

  • Submit periodic classes and event announcements to community newspapers and publications.

  • Coordinate with Promotions Committee to provide content for social media and arrange distribution of flyers and other printed promotional materials.

  • Prepare promotion for special events (coordinating with committees and event leaders).

  • Arrange for volunteers to photograph activities.

Communication & Community Support:

The Administrative Director is one of the “faces” of the organization, supporting members and others through various forms of communications, responding to queries, sharing information about the Center, and developing contacts and resources in the larger community.

  • Update constituent information and contact lists in CRM database and email contact groups.

  • Develop and maintain automated confirmation and acknowledgement emails in CRM software.

  • Promptly respond to queries and other communication requests (telephone/mail/email/in person).

  • Collaborate with Guiding Teacher to publish quarterly newsletters.

  • Coordinate with volunteers to send handwritten acknowledgement cards to donors.

General Administrative Work:

The Administrative Director will be responsible for ensuring that general clerical tasks are completed efficiently and expeditiously.

  • Organize and maintain administrative systems, digital files, and printed records.

  • Monitor inventory and order office supplies.

  • Assist the treasurer with processing bills, donations, and refunds.

Program Support:

The Administrative Director will support the Guiding Teachers in ensuring that all programs run smoothly and efficiently.

  • Communicate with teachers to provide support as needed.

  • Monitor inventory and order course texts and other program supplies.

  • Print and/or email handouts to course participants.

  • Trim, distribute, and catalog recordings of classes and dharma talks.

  • Provide logistical support for classes, retreats, special events, etc.

  • Monitor class and event registrations and export and print rosters.

  •  Log participant attendance and process certificates of completion, as requested.

Note: Program design and content are the responsibility of the Guiding Teachers.

Volunteers / Personnel:

The Administrative Director will support and cultivate volunteer participation.

  • Seek out volunteers for special events and projects and record volunteer hours in CRM software.

  • Provide scheduling information, supervision, training, and recognition for volunteers.

Board of Directors:

The Administrative Director will actively support the board of directors.

  • Attend board meetings and present administrative reports.

  • Collaborate with Membership Committee to send and process pledge forms, monitor pledge payments, maintain lists of current and lapsed members.

  • Collaborate with board chair(s) to strategize and roll out fundraising appeal mailings.

  • Provide planning support and distribute documents related to Annual Meeting.

  • Facilitate board access to Dropbox and Zoom as needed.

Software and Office Equipment:

The Administrative Director will have working proficiency in computer software and office equipment with an ability to learn new systems independently.

  • Be knowledgeable about using and training others in use of computer software including Microsoft Office, Google Suite, Zoom, CRM (Little Green Light), Web builder (Wix), email marketing platform (Mailchimp), payroll processor (Square), payment processor (Stripe), and password manager (Bitwarden).

  • Be knowledgeable about using and training others in use of office equipment including laptops, desktops, printers, recording devices, digital camera, router, projector, and telephones.

  • Perform monthly and quarterly backups of computer, database, and password files.

  • Provide or arrange for technical support as needed.

  • Maintain documentation and written training materials for equipment and software.

Desired Qualifications:
  • Successful experience in administrative leadership, preferably in a nonprofit environment.

  • Strong organizational, communication, and interpersonal skills.

  • Proficiency with general office technology (Microsoft Office Suite, Google Suite, data management software, website development, etc.) and ability to identify and learn new technology independently.

  • Enthusiasm for helping others, learning, and improving organizational systems and processes.

  • Commitment to advancing the mission of Compassionate Ocean as a Zen Buddhist practice center and community.

Time Commitment:
  • 20 hours per week.

  •  1-2 days per week in the office is required. Most work can be done remotely.

Accountability:

The position reports to a Guiding Teacher.

Salary and Benefits:
  • Pay is $20-$22/hour, depending on qualifications.

  • $150 monthly employer contribution to HSA or HRA.

  • 100 hours per year of paid time off (equivalent to 5 weeks at 0.5 FTE per year). Time off to be accrued monthly.

  • Access to Center classes and other programs.

  • Flexible schedule.

Contact Information

Interested candidates should send a resume and cover letter to

admin@oceanzen.org 

or

Compassionate Ocean Zen Center

652 17th Avenue NE, Minneapolis, MN 55413

bottom of page