Training Center Program Manager

Portland Japanese Garden – a 501(c)(3) non-profit in Portland, Oregon – is hiring for a full-time Training Center Program Manager. Portland Japanese Garden’s International Japanese Garden Training Center (TC) offers learners of all levels the opportunity to gain a deeper understanding of the Japanese garden and other art forms connected to it. As the Garden’s educational wing, and the only such program outside of Japan, the Training Center teaches the traditional skills and techniques for creating and fostering Japanese gardens, while acquainting learners with the Garden’s cultural heart, in addition to offering a critical bridge to the repository of historical and academic knowledge through its global network of individuals and institutions. Learners range from elementary school students using haiku to express their thoughts and dreams, to general garden novice enthusiasts, to accomplished garden professionals and researchers. Workshops, themed tours, school programs, lectures, and professional-level programs including seminars and intensives take place at the Garden and offsite venues.

The Program Manager will report to the Director of the Training Center and will initially be located at our remote office, just off the Sylvan exit of Highway 26, with the possibility to work remotely up to two days per week. Upon completion of the Institute campus (2025), located approximately 3 miles from Portland Japanese Garden, the Program Manager’s office is anticipated to relocate to the Institute campus. Travel to and from PJG’s primary campus in Washington Park, and its soon-to-be-developed secondary campus in NW Portland, is expected.

COVID-19 Vaccination Policy: For the safety of our staff, volunteers, and guests, Portland Japanese Garden requires all staff and volunteers to be vaccinated against the COVID-19 virus, including at least one booster shot. Candidates must be fully vaccinated by their hire date and must provide proof of vaccination upon hire.

Primary Duties 

Programmatic Planning

• In collaboration with the TC Director, plan the Center’s year-to-year program schedule, with attention to scheduling, target audiences, programming by other departments, facility and resource availability, and budget
• Assist the TC Director in identifying and building collaborative and strategic partnerships with a wide range of individuals, organizations, local community groups, and national and international organizations relating to landscape architecture, Japanese gardens, and related arts

Curriculum Development

• Create, carry out, evaluate, and refine curriculum structure and teaching materials for existing programs on an ongoing basis
• Coordinate, organize, and present a themed public speaker series, collaborating with other departments on theme and focus as appropriate
• Develop, implement, and continually refine and monitor accreditation, certification, and evaluation procedures with targeted professional associations for professional-level educational programs
• Work cooperatively and proactively with the Development department to identify and solicit appropriate funding sources and ensure that grants are correctly used and tracked
• Procure, manage quality control, and supervise the work of outside contractors including educators, videographers, curriculum writers, and others as needed to support programs
• Manage and coordinate all activities related to the Vollum Library, and oversee wellbeing of daily operation by working with the library technician and volunteers
• Analyze post-program evaluations for all programs with a view towards quality and efficiency, and develop tools, benchmarks, and measures to assess progress and formulate recommendations for future improvements and expansions

Logistics

• Serve as a liaison and coordinator for seminars and garden workshops, managing visiting instructor schedules, event scripts, flow, coordination with other departments, external contractors and in-kind partners
• Facilitate pre-event meetings with other departments for all TC events including lectures, seminar, and garden workshops
• Coordinate use of rental facilities, catering, equipment, and production of teaching materials for all programs
• Manage logistics and coordination for the garden workshops including communication, plant procurement, written learning materials, and tools.
• Provide support for Haiku Alive consultant in preparing learning materials
• Perform as interpreter during programs and provides translation as needed
• Plan and coordinate schedules for visiting lecturers 

Outreach & Communication

• Collaborate with the Marketing department to develop and implement marketing strategies and communications materials for target audiences
• Represent the Center through outreach at events in the wider professional community to recruit quality students
• Collaborate with the TC Director in the production of monthly content for promoting the Center’s programs through the Garden’s media channels including newsletter, magazine, and website

Supervisory & Financial Management

• Supervise and manage the TC Program Assistant
• Manage and track annual budgets and projected revenue and expenses
• Report revenue vs. expenses and budget vs. actual regularly on all core programs, and share with other staff along with recommendations for smarter financial practices
• Collaborate with TC Director in drafting and submitting budget, ensuring accuracy and thoroughness, and also identify areas for modifying expenditures as needed
• Monitor revenue and make recommendations for changing tuition/fee structures
• Work with Development and Finance departments for grant reports and coordinate with in-kind donors for appropriate tracking and recognition

Other Responsibilities  

• Familiarize oneself with the organization and the Employee Handbook
• Get to know fellow staff members, developing trust, establishing credibility, encouraging teamwork, and creating an atmosphere of open, honest, two-way communication 
• Serve as a role model for Garden volunteers, providing support and encouragement to volunteers in their roles across the Garden
• Maintain a high level of professionalism in manner and appearance
• Adhere to Garden Dress Code (business casual)

Qualifications

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the position, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for this role.

• At least 5 years of professional experience in relevant fields managing programs/projects with progressive amount of responsibility and oversight
• The ability to work effectively with people of diverse ages, talents, and backgrounds
• Excellent organizational skills and attention to detail
• Intermediate-level skill in MS Word, Excel, and PowerPoint
• Excellent verbal, written, and interpersonal skills
• Proficiency in Japanese is a plus

Special Requirements

• Flexible work schedule (see below for details) and ability to accommodate changing Garden needs
• Knowledge of Japanese culture and arts
• Ability to work in all types of weather conditions during events
• Ability to lift up to 40 lbs.
• Valid driver’s license and reliable vehicle to travel between the various Garden campuses (mileage reimbursement provided)

Compensation & Schedule

• Salary: $50,000 - $55,000/year
• This is a full-time, salaried position, with 40 – 45 hours per week. The schedule is generally Monday – Friday, with occasional evening and weekend work required for programs and events.
• Benefits:
• health, dental, and vision insurance (premium 100% covered for employees), with partial deductible reimbursement
• 401k plan (after 6 months, with 4% employer match after 1 year)
• flexible spending accounts for medical and dependent care expenses
• paid time off:
• --- vacation: 3 weeks per calendar year to start, with periodic increases per the employee handbook
• --- sick: 10 days per calendar year
• --- holidays: 10 holidays per year
• free access to the Employee Assistance Program (EAP)

Applications

To apply, please submit a resume, cover letter, and three work-related references. Incomplete applications will not be considered. Please no phone calls or hand delivered applications. Applications will be accepted until the position is filled.

All submitted applications will be held in confidence.