The Administrative Director for the Professional Ski Instructors of America, Western Region
(PSIA-AASI West) is a pivotal strategic leadership role responsible for optimizing the region's
core administrative functions. This individual will directly manage administration, financial
operations, payroll, human resources, data collecting, reporting, marketing and
communications. The Administrative Director will play a key role in ensuring consistent, high quality
service to our members and contributing significantly to the smooth and efficient
operation of PSIA-AASI West.
Candidate Profile
The ideal candidate for the Administrative Director role will be a highly organized, detail oriented,
and proactive leader with a proven track record in managing diverse administrative
functions within a dynamic organizational setting, preferably a non-profit. This individual will
possess strong analytical capabilities, exceptional communication skills, and a commitment
to member service and organizational efficiency.
Reports To
Deputy Director
Works Closely With
Events Coordinator
Western Region Board of Directors
National Office and AMS Users Group
Duties & Responsibilities
Strategic Oversight & Reporting
* Work with the leadership team to develop, then oversee the execution an annual
business plan aligning with the region's strategic Ends and Governance Policies,
aiming to achieve Board-approved performance targets.
* Direct organizational operations, policies, and vendor relationships to execute the
business plan, achieve performance targets, and minimize risk.
* Oversee and conduct data collection and analysis to inform strategic planning,
evaluate program effectiveness, and identify areas for operational improvement.
* Prepare and present an annual Ends Monitoring Report to the Board of Directors,
summarizing business plan results, offering insights, and recommending future
improvements.
* Contribute to and create reports and informational materials for the Board,
including a monthly Board update.
Fiscal Management
* Oversee all financial activities, ensuring compliance with relevant laws, regulations,
and reporting requirements.
* Manage the organization's financial ledgers and perform monthly account
reconciliations.
* Collaborate with the accounting team to post accurate monthly and annual financial
reports.
* Coordinate the annual 990 filing with the bookkeeper and accountant.
* Support the Deputy Director in developing the annual budget within the Bylaws and
Governing Policies Manual, presenting it for Board approval, and regularly posting
financial performance against the budget.
* Partner with the Finance Committee to maximize financial assets through
investment strategies and minimize risk exposure.
Human Resources
* Manage and maintain the professional staff, including administrative and
educational team members, covering annual evaluations, performance recognition,
corrective discipline, and, when necessary, termination.
* Ensure the implementation of HR procedures and practices, including personnel
policies, salary and benefits administration, payroll, records retention, and
performance bonuses.
* Oversee human resources operations in line with state and federal best practices
with the support of an outside HR support contract (currently, Mineral HR).
* Oversee all workers' compensation payments and manage claims, ensuring timely
and accurate processing in compliance with state regulations.
* Maintain accurate employee records and manage documentation for hiring,
independent contracting, and termination processes.
* Collaborate with the Deputy Director to manage responses to all staff code of
conduct violations.
* Manage the annual distribution and acknowledgement of the employee handbook
and oversee its yearly update.
Marketing & Communications
* Oversee website content management, including updates, policy changes, and
information clarification, and lead website platform transitions.
* Collaborate with the Social Media Manager on platform content strategy and
execution.
* Coordinate with the Deputy Director to plan content for the monthly newsletter.
Oversee the distribution of the monthly newsletter through Mailchimp.
* Solicit, manage, and contribute content for newsletters and website articles from
the regional team.
* Oversee and manage annual election logistics, work with the Recruiting and
Onboarding committee to finalize content, post information to the website, and
administer the election through the regional voting platform.
* Manage the organization's Mailchimp database, ensuring data integrity,
segmentation for targeted communications, and compliance with privacy regulations.
* Conduct an annual membership survey, analyzing results to inform strategic
decisions and improve member services.
Administration & Operations
* Direct payroll operations, including maintaining the payroll platform, ensuring timely
submission of payroll data from staff, processing payroll each pay period, and
producing necessary reports (e.g., annual W-4s).
* Maintain the organization's comprehensive insurance policies, ensuring adequate
coverages for all operations, assets, and liabilities, and facilitate annual renewals.
* Ensure timely and accurate completion of all other annual state and federal
filings as required for a non-profit organization.
* Manage updates to the Policies and Procedures Manual, ensuring policies are
accurate, in line with best practices, and available to the membership.
* Oversee and ensure subscribed services and memberships, including timely
payments and contract renewals.
* Manage product sales and online store orders, including ordering and producing
printed materials and pins.
* Oversee and support effective database management (AMS and ProHub).
Required Education & Experience
* Education:
* Bachelor's degree in Business Administration, Nonprofit Management,
Accounting, Human Resources, Communications, or a related field.
* Preferred: Master's degree (e.g., MBA, MPA, or relevant master's) or
professional certifications (e.g., CPA, SHRM-CP/SHRM-SCP, PMP).
* Experience:
* 5-7+ years of progressive experience in an administrative or operations
management role, with significant responsibility across multiple functional
areas (finance, HR, marketing, operations).
* Minimum of 3-5 years of direct management experience in a non-profit
organization, demonstrating an understanding of non-profit governance,
compliance, and member-centric operations.
* Proven experience in managing organizational budgets and financial
reporting.
* Demonstrated experience in HR administration, including payroll, benefits,
and compliance.
* Experience with digital marketing platforms (e.g., Mailchimp, website CMS)
and communication strategies.
* Experience with data collection, analysis, and reporting to inform strategic
decisions.
Required Knowledge
* Nonprofit Governance & Compliance: In-depth understanding of non-profit
principles, governance structures (especially policy governance models like PSIAAASI's),
and legal/regulatory compliance (e.g., IRS 990, California Attorney General
RRF-1, Secretary of State filings, workers' compensation laws).
* Financial Management: Strong knowledge of GAAP for nonprofits, general ledger
management, account reconciliation, budgeting, financial reporting, and internal
controls.
* Human Resources Best Practices: Comprehensive knowledge of HR policies,
procedures, payroll processing, benefits administration, employee relations, and
relevant state and federal employment laws (e.g., California labor laws).
* Marketing & Communications: Familiarity with digital marketing principles, content
management systems (CMS), email marketing platforms (Mailchimp), social media
integration, and survey methodologies.
* Data Management & Analysis: Understanding of database management principles,
data integrity, and analytical methods to derive actionable insights from various data
sources.
* Operational Efficiency: Knowledge of best practices in office administration, vendor
management, contract review, and process optimization.
* Ski/Snowsports Industry (Highly Desirable but not required): While not explicitly
stated as mandatory, a general understanding of the snowsports industry or
membership organizations would be a significant asset, demonstrating alignment
with the organization's mission and membership.
Desired Skills
* Leadership & Management:
* Exceptional organizational and time management skills, with the ability to
prioritize and manage multiple complex projects simultaneously.
* Strong ability to direct and oversee diverse functions and personnel.
* Problem-solving and decision-making capabilities, with a proactive and
solutions-oriented approach.
* Financial Acumen:
* Proficiency in accounting software (e.g., Great Plains.) and advanced Excel for
financial analysis.
* Accuracy and meticulous attention to detail in all financial matters.
* Communication & Interpersonal:
* Excellent written and verbal communication skills, including the ability to
draft clear reports, policies, and member communications.
* Strong presentation skills for communicating financial and operational results
to the Board and other stakeholders.
* Ability to collaborate effectively with diverse internal teams (Deputy Director,
Social Media Manager, accounting team, Finance Committee) and external
partners (vendors, members).
* Diplomacy and discretion, particularly in handling sensitive HR matters.
* Technical Proficiency:
* Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint,
Outlook).
* Experience with various software platforms for payroll, HRIS, CRM/AMS
(Association Management System like ProHub), email marketing (Mailchimp),
and website content management (WordPress).
* Ability to quickly learn and adapt to new technologies and software.
* Analytical & Strategic Thinking:
* Adept at collecting, interpreting, and analyzing data to identify trends,
measure performance, and inform strategic recommendations.
* Ability to translate strategic goals into operational plans and execute them
effectively.
* Member-Centric Focus:
* A genuine commitment to providing high-quality service and support to the
organization's members.
HOURS
This is a 40 hour/week full-time exempt position with variable hours during the week, this
position can require long hours and weekends as programs shift across the season.
LOCATION
California or Nevada residency required, based in or near Truckee, CA preferred but not
required.
TRAVEL
Employee may be asked or expected to travel to regional events or meetings as needed and
overnight travel may be required. All travel expenses are covered by the organization and
may be supported by the organizations sponsored fleet vehicle when available. Employee
must have a driver's license, reliable transportation, and ability to work across multiple
locations.
Benefits
* $72,000 annually
* Unlimited Flex PTO vacation policy
* $550 monthly medical stipend
* Monthly tech reimbursement stipend
* Remote office and flexible schedule
* Access to industry benefits and pro deals
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of
activities, duties, or responsibilities that are required of the employee for this job. Duties,
responsibilities, and activities may change at any time with or without notice
AT-WILL
The individual hired in this role will be at-will and will be subject to termination by the
employer or the Organization, with or without cause, with or without notice, and at any time.
EQUAL EMPLOYMENT OPPORTUNITY STATEMENT
PSIA-AASI W is an equal opportunity employer, and all qualified applicants will receive
consideration for employment without regard to age, race, color, religion, sex, sexual
orientation, gender or gender identity, national origin, disability status, protected veteran
status or any other characteristic protected by state or federal law.
To perform this job successfully, an individual must be able to perform each essential duty
satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with
Disabilities To Perform The Essential Functions.
Interviews are projected to begin Oct 20 with an anticipated hiring date of November 11,
2025.
Please submit a resume, three current references, and a cover letter outlining your
interest and applicable experience to Marisa Cooper