HR Specialist and Executive Administrator

Caldera was founded by Dan Wieden and his family in 1996 as an arts and environmental immersion program in the mountains. The idea was to bring young people with limited opportunities together with talented creative professionals to make art and be in relationship with the natural world. Turns out it was a pretty good idea. Those who said they couldn’t draw or write or had no rhythm found out they were actually creative and those who never got to hike mountains or swim in lakes found themselves immersed in new experiences each day. 

And for nearly 28 years, the power of creativity has transformed Caldera from a small summer program to a thriving year-round community enriching thousands of lives every year.

Type of Employment
Full time
Type of Role
Salary Level or Range
$55,751 – $65,000
This is a remote position

Portland, OR
United States

How to Apply

Submit cover letter and resume online by 11:59 pm on July 26, 2024. 

URL to Job Post
Application Closing Date
Description and Qualifications

People 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

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

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Required Qualifications:
4+ years of solid administrative experience in an office setting
Minimum 2 years of HR experience as it pertains to the responsibilities outlined above
Demonstrated history of engagement, commitment, and leadership regarding diversity,
equity, and inclusion principles, practices, and initiatives.
Ability to partner with outside DEI trainers to co-create and develop ongoing training and professional development to deepen all staff’s understanding and respect for diversity, equity, and inclusion.
Excellent verbal and written communications, networking, and presentation skills
Excellent organizational skills and attention to detail
Demonstrated ability to manage complex tasks and to prioritize competing demands in order to meet deadlines
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Ability to maintain accuracy and confidentiality
Ability to travel to Central Oregon 6-8 times annually (mileage reimbursements, carpools, ride shares, or car rentals may be provided where necessary) 

Preferred Qualifications:
2+ years of experience working as an executive level administrator
Ability to multi-task in a fast-paced environment, able to plan, prioritize, and organize individual and group activities and processes
Outgoing, straightforward, and creative
Able to work independently and take initiative
Results oriented
Team-focused, enjoy work as part of an active group of highly engaged individuals, sharing information readily with co-workers, and listening to and respecting others; able and willing to assist co-workers in the development of their own professional skills in order to ensure the team’s success
A person who presents a high degree of maturity, honesty, trust, sophistication, and integrity and cultivates these qualities in others.