Astoria Downtown Historic District Association
Executive Director
Job Description

Overview

The executive director is responsible for planning, organizing, and directing the activities and operations of the Astoria Downtown Historic District Association (ADHDA), including its involvement in the Oregon and/or National Main Street Programs.

The executive director represents the ADHDA and its members to the public, and is the primary liaison to other community organizations, governing bodies, members and the general public.

The executive director post is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5:00 p.m.

Reporting

The executive director works under the general direction of the ADHDA board of directors, a body of nine volunteers. The board will review the executive director’s work for progress, effectiveness and conformity with established objectives, standards and policies.

The executive director reports to the ADHDA board of directors, and is responsible for overseeing the work of any additional ADHDA employees and the organization’s volunteers.

Primary Responsibilities

The duties listed below are examples of the various types of work that may be performed by an individual serving as the ADHDA executive director. It should not be considered an exhaustive list.

·         Serve as the primary point of contact for the organization.

·         Manage and disseminate inbound and outbound communication for the organization.

·         Attend community/civic/government meetings as the ADHDA representative.

·         Serve as the ADHDA representative at Oregon Main Street managers’ meetings (requires out-of-town, overnight travel on a quarterly basis). 

·         Manage all administrative aspects of the program required for day-to-day operation.

·         Seek out and take advantage of opportunities for professional and educational development as they relate to the Main Street Program.

·         Manage and track data related to the organization’s efforts, including membership, contact lists, building inventories, economic investment, downtown vacancies, jobs created or retained, photo documentation, etc.

·         Monitor activities and reporting to ensure satisfaction of Main Street Program requirements.

·         Work with the board of directors to ensure committees are appropriately staffed, organized, developed and led, and are working effectively in support of goals set by the board of directors.

·         Ensure committees meet monthly. Assist the committee chair and board liaison with development of the agenda and communications related to the meeting. Attend and participate in all committee meetings. It is not the executive director’s responsibility to take meeting minutes, but to ensure minutes ARE recorded.

·         Assist committees with volunteer involvement, including assistance with placing and training volunteers, tracking hours contributed by volunteers, and ensuring volunteer efforts are recognized.

·         Assist with development and implementation of work plans (typically one annual work plan per committee, 4-6 total per year, with more detailed plans developed for specific complex projects).

·         Assist committees in execution of their plans and projects. This does not, however, mean taking full responsibility for all of the work prescribed by the plans and projects.

·         Facilitate communication between the board of directors and committee leadership (committee chairs). Ensure committee leadership meets regularly to share information and opportunities for collaboration across committees.

·         Work with the board of directors to develop and track the annual budget.

·         Work with the ADHDA treasurer to insure the organization’s bills are approved and paid, and all required financial reporting is completed and submitted on time.

·         Apply for, track and report on grants that are not committee-specific.

·         Encourage and facilitate a cooperative climate with other neighborhood and community organizations, as well as local government.

·         Serve as an advocate for downtown development and projects that support goals set by the board of directors.

·         Promote the organization’s events, programs and projects using multiple vehicles including traditional media, public relations and social media.

·         Assist in planning, coordination and management of events, including on-site participation as needed. For each major event, document the event planning process and timeline, preparation, set-up, tear-down, volunteer requirements (number of volunteers and jobs), vendor contacts, permits and insurance requirements, etc. for future reference.

·         Purchase budgeted supplies, printing, equipment and professional services for the organization.

Additional Requirements

The executive director will also be expected to satisfy the following basic requirements:

·         Operation of a motor vehicle safely and legally (valid driver’s license and use of personal vehicle required).

·         Travel by car and air as required, with occasional overnight stays (air, mileage, hotel and per diem paid by ADHDA).

·         Demonstrated dependability and reliability with respect to timeliness, attendance, follow-through, and ability to work independently and efficiently.

·         Demonstrated ability to:

o   – Communicate clearly, effectively and responsively.

o   – Think critically.

o   – Exercise diplomacy.

o   – Recognize sensitive/political situations and act accordingly.

o   – Speak comfortably in front of large groups.

o   – Manage multiple projects, set priorities and shift priorities as needed.

o   – Perform comfortably in a largely self-directed work environment.

o   – Conduct himself/herself professionally at all times.

o   – Conduct himself/herself in accordance with ADHDA policies and procedures.

Education and Professional Experience

·         A high school diploma or equivalent is required. A bachelor’s degree is preferred, though experience may be considered in lieu of a degree.

·         Demonstrated proficiency in Microsoft Office, including Outlook, is required.

·         Willingness to learn content management system for website updates, as well as other software and systems for data collection and management is also required.

·         Basic proficiency or willingness to learn basic skills in Adobe Creative Suite, including InDesign and Photoshop, is a plus.

·         Marketing experience or demonstration of a strong grasp of basic marketing concepts is required.

·         Demonstration of progressively responsible professional experience is desired; at least five years of which have been in a management position.

·         Demonstration of experience managing across committees and organizations where volunteers are managed, as well as experience as a volunteer, is a plus.

·         Experience working professionally within non-profit organizations is a plus.

·         Demonstration of ability to build consensus among disparate groups and people through influence and persuasion is important.

·         Familiarity or experience with the National and/or Oregon Main Street Programs is preferred.

Supervision

This is a supervisory position. This position may supervise assigned employees which would include scheduling and assigning work; mentoring, coaching, and training; developing work plans and reviewing work for completion; evaluating performance and providing necessary feedback to employees; setting work standards; imposing or effectively recommending necessary disciplinary action; responding to grievances; and making or effectively recommending hiring and termination decisions.

Work Environment and Physical Demands

The work environment and working conditions described are representative of those that are typical of the job and must be agreeable to an employee for him or her to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Much of this job is performed in an office environment under usual working conditions. The noise level in the work area is typical of most office environments, with telephones, personal interruptions, and background noises. Work is also performed in numerous meeting settings in offices, conference rooms, public spaces and downtown businesses. A significant portion of the job requires an “on the street” presence downtown, with the executive director calling on businesses, property owners and other stakeholders.

Some of this job is performed at downtown events including supervision of event setup, operation, and clean up.

Occasional travel includes local, regional and national meetings.

This position may regularly require evening and weekend work.

The employee must occasionally lift and/or move up to 25 pounds, and infrequently lift and/or move up to 60 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Manual dexterity and coordination are required to perform the work. This is used while operating equipment such as computer keyboards and telephones.

Salary and Benefits

The salary offered to a prospective employee will be dependent on his or her experience and qualifications. A predetermined number of paid personal days will be offered in lieu of sick days/vacation days, as specified in the offer of employment. No other benefits, including insurance, are offered at this time.

To Apply

To apply for this position, send a resume and cover letter outlining your interest and qualifications to:

ADHDA Executive Director Search Committee
PO Box 261
Astoria, OR, 97103

Position closes June 7, 2013.