Nebraska Zen Center
Administrative Director Position Description
Position Type: Contractor
Current Hours: 20 hours a week
Hourly Rate: $30/hour
Payable: Biweekly
The Administrative Director’s role is to support, facilitate and coordinate all aspects of activity at Nebraska Zen Center, working closely with both volunteer and paid personnel to ensure they are fully supported and equipped in fulfilling their roles. That includes the roles of interim, resident and visiting priests, the board of directors, NZC officers, and all committees, whether permanent or ad hoc. Working closely with the Board President, the Administrative Director will support and facilitate the work of the Board of Directors, including strategic planning and the identified strategic goals, in a responsible and transparent manner. The Administrative Director’s focus is ensuring that all the elements of NZC’s day-to-day operations and projects work smoothly as an integrated whole, while remaining in line with the mission and goals of NZC and with best nonprofit standards and practices.
General Expectations
● Develop deep knowledge of NZC’s mission, strategic goals, core programs, operations, finances and business plans.
● Demonstrate a strong commitment to serving the sangha, working in a collaborative, community-focused manner.
● Work with all relevant persons to ensure excellence and smooth operation of programs, fundraising, communications, scheduling, systems and overall administration.
● Actively engage and strengthen relationships with members and donors, Board, committees and partnering organizations.
● Generate goodwill for the organization and its management among stakeholders, volunteers, participants, partners and the general community.
● Remain knowledgeable about nonprofit standards and practices, and proactively initiate tasks and projects to ensure NZC meets those standards.
● Work effectively to balance multiple projects, conflicting priorities, workload and changing plans through self-management and productive communication with the Board, committees and teachers regarding need for support.
● Uphold and steward the organization’s ethical guidelines, acting at all times with integrity and a positive attitude, remaining mission-driven and self-driven.
The Administrative Director is expected to actively take part in sangha life and engage in personal spiritual practice as part of their work. As part of that practice, the Administrative Director will engage in an average of 1-3 hours of volunteer work practice a week.
Specific Responsibilities
Administrative:
Maintain the web and administrative calendars and coordinate with all relevant parties to ensure they are accurate and up to date.
Keep all necessary zendo, office and facility supplies stocked, order new supplies as needed, and identify and track vendors.
Identify administrative and support needs in individual areas and work with relevant parties to facilitate solutions.
Programs:
Work with the guiding teacher, resident teacher, Board and sangha members in developing, scheduling and implementing classes, retreats, workshops and other programs.
Design or support others in designing plans for achieving expanded reach of NZC programs and services and initiate or support the business planning process for that.
Connect with teachers at other Zen centers to create unique opportunities for practice, in person and remotely. Handle all planning, arrangements, and facilitation.
Communicate regularly with teachers and others in order to integrate program, financial, volunteer and staff needs.
Ensure on an ongoing basis that administrative practices and procedures support the programmatic functions of the organization.
Work with the Teachers to build out the calendar of events annually and coordinate what is needed for each event.
Communications:
Create and oversee the implementation of effective communication and marketing plans that promote the organization’s spiritual and program offerings and present NZC as a vibrant, welcoming community for all.
Develop and refine all aspects of communications, including web presence, social media and external relations with the goal of creating a stronger brand recognition and identity. This includes:
- Maintaining consistent digital correspondence with email and social media audiences
- Developing ads and media,
- Creating newsletters, Facebook and Instagram posts, brochures and other
- Exploring other methods of increasing NZC recognition and promoting NZC identity
- Creating and maintaining all event notices, registrations and overall web content.
- Oversee and direct all ongoing website changes, additions and redesigns.
Fundraising:
Develop and lead (or support and work with a fundraising committee in developing and leading) fundraising and “friendraising” efforts, including:
- Developing fundraising campaign plans, timelines and scope
- Creating fundraiser messaging
- Managing membership communications and campaigns
- Developing and carrying out donor campaigns
- Researching grant opportunities, facilitating grant-writing and appeals to private foundations
- Analyzing donor patterns and tracking donor trends
- Identifying potential new or upgraded donors
- Follow-up communications, thank-you emails and letters, etc.
Establish and maintain relationships and communication with donor pool.
Expand local revenue generating and fundraising activities to support existing program operations and regional expansion while simultaneously seeking cost savings.
Membership:
Work with and support the membership committee to design membership campaigns, membership appreciation events and materials, and participate in member “tending.”
Track trends and conduct periodic surveys of the membership to get feedback on NZC organization and offerings.
Establish and maintain relationships and communication with the member pool.
Volunteer Management:
Create communications and programs to promote and encourage volunteer participation.
Consult with the Board, teachers and relevant actors to determine volunteer needs, tasks, scheduling and equipment.
Recruit and organize volunteers for work projects and ongoing temple support and maintenance.
Ensure volunteers have what they need to be comfortable fulfilling their role.
Outreach and Relationship Building:
Facilitate, support and initiate outreach and relationship building efforts, including:
- Build and maintain partnerships in the Soto Zen and broader Buddhist communities
- Establish relationships with the Bemis neighborhood community and other local Buddhist, religious and secular mindfulness-centered organizations
- Develop strategies for community engagement, and provide support to sangha members and teachers engaged in outreach activities.
- Help build a supportive relationship with Sotoshu.
Support of Organizational Objectives:
Work with the Board to guide NZC toward long-term goals and objectives identified in NZC’s strategic plan; help to identify steps necessary to develop and achieve strategic aims and provide organizational support for those steps.
Seek and build Board involvement with strategic direction for both ongoing operations and growth opportunities.
Work collaboratively with the Board and guiding teacher in shaping and implementing organizational policies and best practices
Consistently support the general direction, initiatives and specific final decisions of the Board in all aspects of the organization; promote cooperation among stakeholders and volunteers.
Support the Board with information and material as needed; create reports and provide timely updates to the Board and subcommittees.
Make informed decisions on allocating NZC’s resources and aligning its internal capabilities with external opportunities and challenges.
Ensure effective systems to track progress and regularly evaluate program components, to be effectively communicated to the Board, funders and other constituents.
Serve as the communication link among all relevant stakeholders and actors, so that activities and plans are visible and well understood by all relevant parties.
Perform other duties as requested by the Board; attend all Board meetings and the annual meeting; serve on Board committees as needed; participate in annual review by the Board President.
Other Support Functions:
Building and Grounds: Support and facilitate activities of the responsible director through purchasing, volunteer coordination, equipment rental, and communication.
Financial: Maintain close coordination with Treasurer regarding budget, expenses and income, and cost savings. Obtain Treasurer’s recommendations for increasing income and minimizing expense and facilitate the implementation of those recommendations.
Working with the IT committee and other relevant parties, maintain authorized access and appropriate skill and knowledge of NZC information systems to routinely use them to carry out job responsibilities. These include:
Canva
Participant and donor management database
Google Workspace to manage correspondence and files
Website and web presence (WordPress)
Webmail
MoneyMinder
Mailchimp
Send resume and cover letter to: heartlandtemple@nebraskazencenter.org