EOCP is seeking qualified applicants who have extensive in operations management of a large nonprofit with 70 employees. Under the direction and supervision of the Executive Director, the EOCP Operations Manager provides planning, development, implementation and administration of the organization’s operational systems as detailed in this job description. This position has the authority to enter contractual agreements on behalf of EOCP, to purchase office equipment and supplies.
Founded in 1990, EOCP is a dynamic and growing organization that provides safety net and rapid re-housing services to a diverse base of homeless individuals in Alameda County, including single adults, families, young adults, seniors and people living with HIV/AIDS.
Essential Duties and Responsibilities
Supervise purchasing and ordering system. Approves all office supplies and furniture, equipment and computer purchases. Assures that all expenditures are cost effective and are within EOCP’s budget, including janitorial supplies, computer supplies, telephone/telecommunication services, postal services, equipment rental agreements, etc.
Maintains office workflow by identifying systems that support the entire agency (e.g. designing filing systems, information sharing, technology, etc.)
Mailing system and procedures for all incoming and outgoing mail
Provides historical reference by defining procedures for retention, and disposal of office records
Maintains organizational efficiency by planning and implementing office systems, layouts and equipment procurements for all EOCP programs
Designs and implements office policies by establishing standards and procedures, measuring results against standards and making adjustments as necessary. Office procedures to be developed with the assistance and directives of managers and management
Coordinates with Facilities Management to ensure the smooth operation of all program sites
Primary contact for general agency business, facility liability insurance, company owned auto insurance
Responsible for on-site administrative office security including locked cabinets and staff/public access to administrative/financial information
Keeps management informed by reviewing and analyzing special reports, summarizing information, identifying trends
Recruits volunteers to support office operations as needed. Provides training and ongoing support to volunteers
Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, etc.
Ongoing assessment of agency operational systems
Participation in weekly Administration meeting. Responsible for notifying directors, managers, coordinators and staff of any changes in procedures , office systems, support service personnel
Responsible for managing various organizational processes as the need arises
Makes bank deposits
Responsible for opening, prioritizing and directing administrative mail
Analyzes technology needs and coordinates implementation of equipment policies and use
Trouble shoots technology problems, trains staff on equipment use and acts as primary contact for technology vendors.
Edits and updates the organization’s website on a monthly basis.
Manages the inputting of statistical information for Our House’s HMIS database
Executive Director and Board of Directors Support
Keeps multiple calendars/schedules relating to internal meetings, grant application and program report deadlines, and coordinates appointments with Executive Director
Responsible for opening and prioritizing administrative mail and other duties, as needed
Keep Executive Director informed of incoming email/phone messages and mail on a daily basis. Analyze messages and informs ED of required action
Daily debriefing with Executive Director and timely reminders to ensure pending projects are dealt with on a timely basis and assist in their completion
Assist ED with correspondence (e.g. makes phone calls, respond to emails, and type letters and files paperwork).
Check-in with ED at a specified time in the beginning and end of the day
Set appointments for ED and gather materials for meeting
Maintains a database with key contact information
Responsible for preparing agenda, attachments, minutes and , composing and distributing board related correspondence
Record minutes of board conference calls, take action on follow-up steps
Communicates budget observations and recommendations
Fundraising Administrative Support
Donor database management
Supports fundraising events/activities
Tracks donations received and thanks all donors
Maintains a calendar for foundation grant applications and program report deadlines
Packages proposal packets
Supports the creation, production and coordinates the mailing of EOCP’s newsletter
Maintains agency/community calendar
Recruits and manages volunteers for administrative department
Education and Experience
Position requires an advanced degree such as a B.A., training or certification. At least 5 years’ experience in operations management, including coordination, communication with managers and line staff, in a demanding fast paced office environment. Familiarity and comfort with technology is required, Knowledge of office procedures and systems. Able to maintain confidentiality.
Excellent communication and writing skills
Ability to work independently and to organize systems and processes in an efficient manner and to teach/train staff to work in those systems for greater organizational efficiency.
Ability to analyze work product, prioritize and multitask
Excellent organizational skills
Ability to perform multiple tasks in a fast-paced environment
Ability to successfully manage several ongoing projects simultaneously.
Ability to complete projects on a timely basis
Proficiency in Microsoft Word, Excel, computer calendar programs (Microsoft Outlook), and PowerPoint. Ability to troubleshoot technology problems for staff and identify delegation to IT Consultant.
PHYSICAL REQUIREMENTS: Must be in good physical condition, able to lift 30-50lb weights for file storage, receiving orders, etc. Good stamina required to perform in a fast pace and often-stressful environment.
WORK ENVIRONMENT: The Operations Manager shares an office with the Financial Manager, and the Bookkeeper. The office environment is busy, often stressful with many interruptions and many incoming calls.
HOW TO APPLY
Please send cover letter and resume