Director of Operations and Finance

The Director of Operations and Finance provides strategic leadership across Portland Tennis and Education's core operational, financial, and facility functions to ensure safe, efficient, and mission-aligned delivery of programs and community services. This role oversees organizational systems, budgeting and financial management, compliance, data and technology infrastructure, and day-to-day facility operations. The Director also supervises key operations staff, leads process improvement efforts, and partners closely with the Executive Director, Board, and Advancement Team to support long-term sustainability, community impact, and the effective stewardship of PT&E’s facilities and resources.

Safety + Compliance

• Lead PT&E’s safety strategy across the entire facility and at occasional off site programming, ensuring a safe environment for youth and adult participants, staff, and community members.
• Maintain and strengthen risk management practices, including incident reporting, safety protocols, emergency procedures, and staff training.
• Manage insurance policies to ensure appropriate coverage for facilities, equipment, programs, staff, volunteers, and special events.

Systems + Processes

• Design and implement internal controls, operational systems, and standard operating procedures that uphold transparency, accountability, and nonprofit best practices.
• Lead organization-wide process improvement efforts to ensure high-quality program delivery, facility optimization, adoption of platforms and systems, and staff efficiency.
• Supervise administrative operations including data management, reporting workflows, office logistics, and internal communication processes.
• Ensure front desk operations and systems – such as court reservation processes, check-in procedures, communication workflows, and customer service protocols – operate smoothly and support mission-driven programming.

Financial Management

• Provide strategic oversight of the organization’s income and expense budgets, ensuring they support mission-driven priorities, community impact, and long-term sustainability.
• Develop and manage financial forecasting models that reflect program demand, facility usage, and future capital needs.
• Lead the annual budgeting process with support from the Executive Director, Board of Directors, external accountant, and department leads.
• Oversee cash flow, banking partnership, invoicing processes, and financial reserves to maintain financial stability.
• Manage external accountant, who oversees bookkeeping, monthly financial reporting, accounts payable, and accounts receivable.
• Serve as staff liaison to relevant Board Committees; prepare Board-facing financial materials and provide strategic analysis and recommendations.
• Coordinate audits and ensure adherence to nonprofit financial standards and compliance requirements.

Facility + Assets

• Oversee preventative and seasonal maintenance, safe operation, and quality standards of all facility spaces, including spaces used for youth- and adult-facing program delivery, administrative workspaces, and related assets (e.g., fleet vehicles).
• Maintain inventory and systems for program equipment, technology assets, and facility supplies.

Data + Impact Management

• Oversee organizational data systems to ensure accurate tracking of program participation, court usage, financial metrics, and community impact.
• Ensure data systems support continuous improvement, operational insight, and evidence-based decision making.

Supervisory Responsibilities

• Recruit, onboard, and train direct reports in partnership with Human Resources (HR), ensuring all hiring documentation and onboarding tasks are completed promptly.
• Identify gaps in team staffing and initiate partnership with HR to backfill where needed.
• Ensure appropriate staffing coverage during operating hours, ensuring hours worked stay within the approved annual budget.