At Caldera, we believe in the power of creativity. Our mission is to inspire and support youth from underserved rural and urban communities by awakening the potential of their creative voice. We do this through a unique fusion of art, environment and mentorship. Our Youth Program provides students from Portland and Central Oregon with long-term relationships with caring adults, which nurtures individual creativity, beginning in sixth grade and continuing into young adulthood.
Caldera has a $4.9M budget, a 18-member board, 20 full-time year-round employees, and a range of seasonally contracted artists and staff. Its administrative office is located in Portland, Oregon, and its Arts Center is located outside of Sisters in Central Oregon.
Position Title: HR Specialist and Executive Administrator (HREA)
Supervisor: Director of Operations
Schedule & Status: Full-time, 37.5 hrs/week, exempt
Salary: $55,751 - $65,000
Location: Caldera Portland, 224 NW 13th Ave, Suite 304, Portland, OR 97209
Equity & Inclusion We recognize that Caldera communities face many societal inequities. We recognize the history and ongoing impacts of racism in our country, state, and institutions. We acknowledge that we will always have room to grow as an organization and as individuals in our understanding of racism and oppression.
We commit to continually examining our role in both perpetuating and combating institutional racism. We also commit to ongoing alignment of our policies and practices to advance racial equity, inclusion, and freedom of expression.
We commit to integrating equity and inclusion into all areas of our work to better serve our mission; when we do, we get closer to the world that we want for our youth. To ensure our own accountability, we will 1) seek deeper relationships with and feedback from our larger community; 2) use our Equity Plan to guide ongoing work; and 3) apply our Equity Lens to decision-making. We will also seek inspiration from artistic and cultural traditions.
Caldera is an equal opportunity employer encouraging applicants of all backgrounds and does not discriminate on the basis of race, color, religion (creed), gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations.
We encourage people of color and Caldera community members to apply.Position SummaryIn this role the HREA will work with the Director of Operations to administer and organize both offices in Portland and in Sisters and will be the human resource specialist on the Operations People, Culture and Place team. The HSEA is experienced in handling a wide range of administrative and executive support related tasks, is exceedingly well organized and flexible, and enjoys the administrative challenges of supporting an office of diverse people and programs. This individual functions effectively in a variety of roles within a dynamic environment under minimum supervision.
This position will also manage the executive director's calendar and prioritize their time and schedule. This role will manage the executive director's email inbox and other correspondence, as needed, on behalf of the executive director.
This position requires frequent computer and phone usage. While performing the duties of this job, the employee is regularly required to work at a computer and handle paperwork. The noise level in the Portland office is usually moderate. Reasonable accommodations will be made upon request.
ResponsibilitiesPeople and Culture Specialist (50%)Human Resources Implementation

• Work with the Director of Operations to create, refine and oversee the implementation of HR practices within the organization, including employee handbook and facilitate employment-related signage.
• Conduct periodic employee engagement surveys. Work with the Leadership Team to ensure key employee retention and work satisfaction.
• Project manage the Employee PODs who collaborate across function areas to maintain a culture of care, collaboration and change.
• Process own the functionality of Paylocity, the organization's HR software

Onboarding

• Organize and conduct end-to-end onboarding and offboarding support to include facilitating New Employee Orientation and conducting exit interviews.
• Distribute informative materials to facilitate a smooth transition

Workplace Policies

• In concert with the Director of Operations, introduce workplace policies and communication channels that address employees' and volunteers' concerns (e.g. discrimination and harassment issues.)
• Coordinate, with Director of Operations and Director of Finance, all current and archived personnel and employment documentation to ensure legal compliance and accessibility.
• Maintain human resources files in accordance with laws, regulations, and established standards.
• Work with outside counsel and vendors to conduct employee relations investigations, respond to complaints.

Compensation Analysis:

• Assist Director of Operation in conducting wage analyses to determine appropriate compensation categories for individual positions.
• Ensure equitable and competitive compensation.

Performance Management

• Assist with managing and coordinating the annual performance review process through Paylocity, and all areas related to performance management under the guidance of the executive director.
• Coordinate quarterly All- Staff team days - shared learning and team building - with the Care POD, including logistics, food, accommodations, as needed

Talent Acquisition

• Schedule interviews, conduct pre-recruitment screening, and negotiate contracts and salaries.
• Work with the Leadership Team to attract and retain key talent by establishing sustainable recruitment policies and strategies.

Racial Equity Work:

• Work with Executive Director and the Leadership Team to operationalize organizational equity lens in all aspects of human resources
• Process own the employee engagement POD work working with the Director of Operations to project manage collaborative cross-departmental teams, as needed
• Coordinate relationship with contracted facilitators, with people leader's direction, for equity and inclusion initiatives to improve Caldera's organizational policies and practices to combat racism, misogyny, heterosexism, transphobia, classism, and other forms of oppression
• Administratively support the leadership team to orientate new hires to equity initiatives
• Support leadership team in developing training and development for gaining competencies and confidence in addressing oppression and seeking equity and inclusion

Executive Administration (30%)

• Providing administrative assistance, such as writing and editing emails, taking leadership team notes, and preparing communications on the executive's behalf
• Maintaining comprehensive and accurate records
• Organizing meetings, including scheduling, sending reminders, and organizing catering, when necessary
• Answering phone calls in a polite and professional manner
• Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
• Managing the executive's calendar, including making appointments and prioritizing the most sensitive matters

Office and Facilities Support (20%)

• Manage the inventory of office supplies, order additional supplies as needed and ensure that costs are appropriately managed
• Check PDX office and Blue Lake office voicemail regularly and get messages to the appropriate team members
• Check general email inboxes and forward message to appropriate staff members
• Plan space allocations, layouts, and floor moves as required; arrange for and supervise space maintenance, including off-site storage unit
• Maintain office facilities - both in the Portland office and assist Director of Operations with the same in Sisters. This includes equipment and related insurance by assisting with procurement and routine maintenance and upkeep
• Liaise with W K Facilities Director and IT staff to meet Portland office infrastructure needs

Compensation details: 55751-65000 Yearly Salary
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