Posted: Dec 29, 2024
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Vice President of Administration (HYBRID)

Travel Oregon - Portland, OR
Full-time
Application Deadline: N/A
Hospitality

The Vice President of Administration manages the Director of Finance & Accounting and Director of Operations and provides strategic oversight and leadership to Travel Oregon’s operational and financial functions. This role focuses on integrating accounting, finance and operational strategies, aligning departmental functions with organizational goals, and enhancing the capacity of these critical areas to support Travel Oregon’s mission and long-term sustainability.

As a core member of the Executive Team, the VP of Administration drives effective collaboration, resource allocation, and department strategic planning. This position is essential in fostering a high-performance environment through effective leadership and cross-functional integration, ensuring that operational and financial practices support the agency’s priorities.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Leadership and Strategic Management

  • Financial Oversight: Provide strategic guidance to the Director of Finance & Accounting in developing and monitoring Travel Oregon’s biennial budget, financial planning, and reporting. Ensure consistent accounting and financial practices that support organizational stability and growth.
  • Operational Excellence: Offer comprehensive direction to the Director of Operations in developing and implementing efficient operational policies, managing resources, and aligning departmental processes with organizational goals.
  • Cross-Functional Integration: Ensure that accounting, finance, and operations are seamlessly integrated with other agency functions, supporting overall organizational priorities and promoting collaborative initiatives.
  • Decision-Making and Resource Allocation: Partner with the Executive Team to make strategic decisions that optimize the use of resources. Set departmental priorities that align with agency goals.

2. Management of Directors

Director of Finance & Accounting:

  • Provide leadership, mentorship, and support to the Director of Finance & Accounting in creating, managing, and monitoring the organizational budget.
  • Oversee financial analysis, accounting practices, and compliance, ensuring financial policies align with agency goals and reporting requirements.
  • Work closely with the Director of Finance & Accounting to identify financial risks and opportunities, fostering a datadriven approach to financial planning.

Director of Operations:

  • Provide leadership, mentorship, and support to the Director of Operations in developing and implementing operational policies, including facilities, technology, welcome centers and procurement management.  
  • Oversee the Director’s management of day-to-day operational activities, ensuring processes are streamlined, effective, and in line with industry best practices.
  • Partner with the Director of Operations to develop policies that enhance organizational efficiency, safety, and security.

3. People and Team Leadership

  • Team Development: Cultivate a high-performance culture by providing ongoing coaching, mentoring, and support to the Director of Finance & Accounting and Director of Operations. Ensure alignment between individual growth and organizational goals.
  • Collaboration: Foster strong communication and collaboration among direct reports and across the agency to promote shared goals and objectives. Encourage transparency and equity in decision-making processes.
  • Employee Development: Support direct reports in setting team goals, fostering a culture of continuous improvement, and advancing professional development opportunities. 

4. Administration Leadership

  • Budgeting and Finance: Oversee agency-wide budget development and administration through the Director of Finance & Accounting, ensuring a transparent, inclusive budget process. Provide high-level financial insights and ensure that budget practices are equitable, efficient, and in alignment with agency goals.
  • Operations Management: Oversee the Director of Operations in managing facilities, technology, and operational policy, ensuring consistent, effective use of resources. Guide the development of policies and procedures that foster agency-wide operational excellence.
  • Compliance and Policy Development: Partner with the Director of Finance & Accounting and Director of Operations to ensure compliance with all relevant laws, regulations, and internal policies. Promote equitable contracting, procurement practices, and financial stewardship.

5. Cross-Agency Collaboration

  • Participate in activities that foster organizational resilience, flexibility, and change adoption by drafting and providing communication, assessing systems and processes, and anticipating and addressing resistance.

 

JOB SCOPE AND AUTHORITY

This position has a high degree of authority in leading accounting, finance, and operations through the management of the Director of Finance & Accounting and Director of Operations. The role requires strategic decision-making within the constraints of agency policies and applicable regulations, with accountability for long-term planning and resource allocation.

 

COMPETENCIES

Communication

  • Clear and Proactive Communication: Ensure effective and timely communication with direct reports, other departments, and partners.
  • Partner Engagement: Maintain strong relationships with external partners, ensuring alignment on strategic initiatives and organizational goals.

Innovation

  • Strategic Vision: Lead with an agency-wide perspective, setting long-term goals for financial and operational success.
  • Change Agility: Drive major change initiatives that support agency growth and adaptation.

Team Leadership

  • Mentoring and Development: Foster a culture of growth and accountability by supporting the development of direct reports.
  • Collaboration: Build strong, collaborative relationships with internal and external partners.

Stewardship

  • Financial and Operational Integrity: Ensure financial and operational practices are ethical, transparent, and in line with best practices.
  • Procurement Management: Oversee efficient and equitable use of resources to maximize organizational impact.

 

MINIMUM QUALIFICATIONS

  • Bachelor’s degree in finance, business administration, operations management, or a related field, OR an equivalent combination of education, training, and experience sufficient to perform essential job duties.
  • At least six (6) years of progressively responsible experience in finance, operations, administration, or a related field, including at least four (4) years managing senior-level staff such as department heads or directors.
  • Proven experience in budget development and financial oversight at the organizational level.
  • Demonstrated leadership in managing complex operations, including facilities, IT, and operational policy development.
  • Strong ability to manage cross-functional projects and foster collaborative partnerships across departments.

 

PREFERRED QUALIFICATIONS

  • Master’s degree in business administration, finance, public administration, or a related field.
  • Experience in the tourism, hospitality, or destination marketing industry.
  • Ten (10) or more years of experience in an executive or senior management role overseeing finance and/or operations functions, ideally in a public or nonprofit organization.
  • Familiarity with contracting and procurement best practices, compliance with state or federal regulations, and implementation of policies promoting diversity, equity, and inclusion.
  • Experience leading change management and organizational transformation initiatives.