The Operations Manager will report to the Managing Director of Organizational and Leadership Development and is responsible for managing and increasing the effectiveness and efficiency of Advancement Project California’s day-to-day administrative functions, through improvements, as well as coordination and communication with staff. The Operations Manager will supervise three Administrative Associates.
The successful candidate will be comfortable working in a fast-paced and changing landscape of priorities and responsibilities and be able to work independently and on variety of teams. Excellent project management, administrative and clerical skills, including a strong attention to detail, the ability to multi-task, prioritize and meet deadlines are required. The successful candidate will be a thoughtful, creative, compassionate and dynamic leader and manager who excels at leading a talented and diverse team. The ability to successfully manage crises and rapid change are essential to this position. The work entails dealing professionally with highly confidential information and requires a high degree of customer focus.
Specific responsibilities include but are not limited to:
Supervise and coordinate administrative activities for the Administration Department.
Recruit and manage an appropriate team to promote a culture of high performance and continuous improvement that values learning and a commitment to quality.
Mentor and develop staff using a supportive and collaborative approach on a consistent basis.
Establish and monitor staff performance and development goals, assign duties, set objectives, establish priorities, and conduct performance reviews.
Miscellaneous clerical/administrative support, as needed by all staff (including scheduling and research, note-taking, etc.)
Liaise with senior staff to identify their event planning needs and assist in the development and management of event budgets, including tracking costs.
Identify potential conflicts in the planning of meetings and events and work with staff to resolve conflicts.
Manage staff responsible for event coordination activities, including:
Coordinating timelines and logistics, ordering food and supplies, securing locations, tracking budgets and expenses;
Communicating with vendors and providing day-of event support (set-up, registration, note taking, breakdown and related activities);
Tracking event RSVPs and/or ticket/sponsorship sales;
Coordinating with the Development Department to enter guest registrations for all fundraising events into Salesforce database;
Coordinating with the Finance Department to prepare event-related invoices, process reimbursements and reconcile billing; and
Assisting staff with the preparation of collateral materials and mass mailings, including fundraising invitations, meeting packets and signage.
Serve as a general resource and point of contact for travel needs of Advancement Project California staff.
Receive and respond to incoming travel requests on behalf of the organization.
Ensure travel needs are met within the constraints of the organization’s travel policies, procedure and budget
Manage staff responsible for coordination of travel for Advancement Project California staff, including:
Scheduling hotel and flight accommodations, specifying times, dates, best connections, meals, seat locations, car rental, etc. and procuring necessary documentation such as passports, visas, or other clearances;
Coordinating with the Finance Department to prepare travel-related internal expense reports, process reimbursements and reconcile billing; and
Providing traveling staff with itineraries, directions and required travel documentation.
Human Resources (HR)
In coordination with the Director of Organizational & Leadership Development:
Manage recruitment efforts, including writing job postings, advertising open positions, reviewing resumes, coordinating and conducting interviews, conducting reference and background checks, and drafting offer letters.
Oversee preparation of materials for new staff orientation trainings and retreats related to administrative policies.
Identify, recommend and implement improvements to HR forms, policies and procedures.
As appropriate, assist other departments and work as a member of the Administration Team by demonstrating professional and cooperative demeanor with supervisors and co-workers.
Support organization-wide planning, development, and communication activities, as needed and ensure adherence to Advancement Project goals and policies within the project area.
Other duties as assigned, dependent on organizational needs and employee skills.
To perform this job successfully, an individual must be able to perform each essential job function assigned satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Sincere and demonstrated commitment to advancing social and/or racial justice progress for the highest-need communities.
A minimum of five years of demonstrated experience in the non-profit management or administration fields (beyond summer or short-term internships). Minimum of three years of staff supervision required. Experience in a nonprofit setting is preferred.
Bachelor’s degree required. Equivalent combination of education and experience sufficient to successfully perform the essential job duties may be considered.
Demonstrated track record of successful project management.
Demonstrated leadership and vision in managing staff.
Proven ability to work with diverse communities, leaders and staff.
Knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation preferred.
A sense of discretion and a high degree of professionalism is required.
Strong conflict resolution and negotiation skills.
An intuitive ability to recognize and appropriately convey the sensitive nature of any situation and the ability to keep all matters appropriately confidential is necessary.
Strong interpersonal, communication, facilitation and presentation skills.
Proven ability to give, deny or ask for information in a tactful and friendly manner and discretion in giving information about plans and/or action to anyone is required.
A strong attention to detail is required.
Strong analytical and problem solving skills.
Ability to work independently and with minimal supervision.
Demonstrated ability to work in a small team setting.
Flexibility to adjust and contribute to continually evolving work situation and changing priorities.
Excellent computer skills, proficient with MS Office applications.
Excellent organizational skills with demonstrated ability to execute projects on-time and on-budget.
Occasionally must be able to move office supplies and equipment weighing up to 15 pounds across the office.
Includes full health, dental and retirement benefits.
LEVEL OF LANGUAGE PROFICIENCY
MINIMUM EDUCATION REQUIRED
HOW TO APPLY