JOB TITLE: Operations Administrator ORGANIZATION: Operation Access, 1119 Market St #400 San Francisco, CA 94103 SALARY: Competitive and dependent on experience HOURS: Full-time, non-exempt; part-time option also available for the right candidate

BACKGROUND: Operation Access (OA) is a non-profit organization that for 22 years has enabled medical providers to donate vital specialty care to over 10,000 Bay Area residents in need. Over 1,000 medical volunteers and 43 hospitals and surgery centers provide over 1,400 donated outpatient surgical procedures and diagnostic services annually for low-income, uninsured people. OA serves patients in all nine Bay Area counties through its San Francisco office.

JOB OVERVIEW: The Operations Administrator provides support to office operations, information technology, the CEO, program activities, and other activities that advance the mission of the organization. The work environment is collaborative and team-based. The individual reports to the CEO.

AREAS OF RESPONSIBILITY:

Operations & Organizational Support • Ensure the effective ongoing operations of the office by developing & implementing efficient systems and enforcing the consistent staff use of project, activity and task management systems. • Ensure office and digital environment are well organized and functional. • Coordinate facility needs – responsible for office improvements and maintenance of common spaces, storage areas, and equipment for appearance and functionality; primary liaison with landlord, janitorial, and other services as needed; procure and manage office, kitchen, and other supplies as needed. • Review online inquiries and engage the appropriate staff for follow up as needed. • Present a professional, welcoming first contact to all clients, funders, vendors, board members, staff, media, etc. — in person, and via email. • Support general office meetings: including agenda development and follow up. • Responsible for incoming and outgoing mail, shipping and receiving. • Maintain/Coordinate on a shared outlook calendar assignments such as cleaning duties and team activities. • Provide support for communications: maintain mailing list, assist with mailings, and website updates. • Maintain accurate databases (Salesforce and Microsoft Access.) • Provide support to financial operations, as needed.

Information Technology • Manage the performance of outsourced IT services such as help desk support and hardware maintenance. • Act as liaison between staff and contracted IT vendor: help monitor staff needs, assist staff with problem solving. • Effectively communicate changes and system upgrades to all staff.

In collaboration with outsourced IT services: • Develop and monitor an IT plan. • Provide direction and guidance for hardware and network office infrastructure. • Procure IT equipment, software, and ancillary supplies. • Manage deployment of new hardware and software. • Manage hardware inventory. • Manage Server. • Manage Office 365 infrastructure and assist staff when needed. • Maintain and troubleshoot VOIP system.

Executive Support • Provide logistical support to the CEO. • Assist with Board communications (mailings, meeting support, catering). • Provide support for letters of agreement with providers, including interface with pro-bono attorney. • Support relationship development with key healthcare and donor stakeholders, in coordination with program staff, Director of Development, and CEO. • Support strategic planning and business plan development, including pilot projects and feasibility studies. • Support production of reports to track program metrics, evaluate outcomes, provide input to planning activities, and report progress to internal and external audiences. • Support the development of organizational goals and benchmarks. • Support fund development activities, as directed by the Director of Development. • Other duties as assigned.

Program Support • Perform monthly medical record request and closeout processes, as needed. • Produce and send bi-monthly referral status and weekly upcoming appointment reports to referring clinics, as needed. • Support intake and eligibility processes, including entering incoming referrals and sending introductory letters, as needed. • Other tasks, including communication with patients, depending on level of Spanish fluency.

REQUIRED EXPERIENCE AND QUALIFICATIONS • Bachelor’s degree required • 2 years minimum administrative experience • Excellent writing, oral communication, and interpersonal skills • Proactive, helpful, solution-oriented attitude • Demonstrated IT experience, experience with network systems, servers, knowledge and experience with Office 365, Office 2013 Suite (including Access), System/Network Administration, VOIP System, and Disaster Recovery planning

ADDITIONAL DESIRED CHARACTERISTICS: • Experience with non-profit organizational administrative systems preferred • Bilingual in Spanish or another language a plus • Strong analytical skills • Demonstrated ability to take initiative, problem solve, work under pressure, adjust to dynamic work environment, prioritize multiple project activities, and meet deadlines • Ability to interpret circumstances and information to determine appropriate actions, comfort in seeking guidance when unsure, and willingness to take direction • Detail oriented with excellent organizational skills • Knowledge of local healthcare systems, potential funders, and stakeholders a plus • Able to articulate OA’s mission & work with stakeholders to fulfill that mission

Additional Requirements This is an office position requiring frequent sitting, typing and computer use. The position occasionally requires to push and/or pull and lift and/or carry objects up to 50 lbs. The position requires the ability to frequently move about or remain seated depending on the task at hand.

COMPENSATION: A competitive compensation and benefit package will be provided to the successful candidate, which includes health and dental coverage, funds for personal and professional growth, a 403b contribution match, compensated time to volunteer with local non-profits (up to 5% of work time), along with a positive, fun, and productive work environment.

We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance. Equal Opportunity Employer M/F/Disability/Vet

How to apply

Submit resume & cover letter to hr@operationaccess.org. No phone calls please.