Admin and Operations Services Manager

4 weeks ago

Richmond, United States San Francisco Estuary Institute Full time

**Administrative and Operations Services Manager**:
- Location: Richmond, California- Program: Operations- Type: Full-time- Experience Level: Senior level- Position Type: Permanent- Salary: $95,000 to $105,000. See details below.
- Application closing date: Open until filled

**Position Description**:
The Administrative and Operations Services Manager will be part of a broader Operations team who manage accounting, contracts, organizational management, human resources, information technology, and financial management.

Primary position responsibilities will include:
**General Admin (40%)**- Staff the admin office 2-3 days per week- Develop and manage yearly Operation’s budget- Manage 403b compliance and reporting- Develop and implement standard operating procedures (SOPs) (e.g. purchasing processes and similar)- In coordination with IT staff, manage inventory of organizational furniture, IT resources, and some program equipment- Assist program staff with meeting support- General admin tasks such as mailings, responding to inquiries- Manage some insurance coverage- Manage office seating assignments in coordination with program staff- Find ways to increase quality of customer service- Manage one administrative support staff- Other general admin tasks as needed

**Human Resources (35%)**- Support hiring activities- Manage employee onboarding and offboarding processes- Manage leaves of absence requests- Keep current with Trinet updates on labor laws affecting staff in various states and update employee manual as needed- Update employee files- Manage and track annual staff evaluations- Monitor and track required staff training (e.g. harassment prevention training)- Monitor and maintain labor law posters on line and in the facility- Other human resources tasks as needed

**Purchasing (20%)**- Monitor and manage credit card system for admin and program staff on a daily basis- Purchase office supplies, computer hardware, and other program related equipment- Reconcile admin credit cards and ensure all credit card users submit receipts and input billing codes in accounting system on a monthly basis- In coordination with the Senior Accountant, establish and implement a fraud prevention program for credit cards- Track and monitor capital assets

**Banking (5%)**- Process checks delivered via US mail and make check deposits- Monitor primary bank account for fraud- Release bank wires on an as needed basis- Co-sign checks on an as needed basis- Administer background checks on an as needed basis

**Qualifications**:
**Required Experience**:
- A minimum of 15 years of progressive experience in office administration OR Associate’s degree plus a minimum of 13 years of progressive experience in office administration OR Bachelor’s degree plus a minimum of 11 years of progressive experience in office administration

**Required Skills**:
- Experience in customer service in a multi team, dynamic work environment- Strong organizational skills- Ability to manage and prioritize a variety of detail-oriented tasks successfully- Must be a self-starter and able to proactively anticipate next steps- Excellent interpersonal and communication skills- Ability to work independently with limited supervision
- Sensitivity to confidentiality

**Preferred Skills**:
- Interest in working in a mission-driven environmental science non-profit- Some management experience preferred

**Salary & Benefits Highlights**:
- This will be an Admin Services Manager position. The anticipated Bay Area salary range is $95,000-$105,000 for this position (remote employment not possible for this position). Salary ranges take into account many factors for making compensation decisions including but not limited to experience, education, internal equity, and organizational needs. We generally do not offer starting salaries at or near the top of the range.- Matching contributions to retirement plan (immediate vesting) (403B)- Medical Insurance: health, vision, dental with employer and employee contributions- 12 paid holidays- Vacation days starting at 3 weeks- Hybrid days possible but primary position is on site in Richmond CA

**About the Program**:
Operations forms the backbone of the organization. The main purpose of the program is to provide a rewarding professional experience for all staff members, to help technical and scientific staff maximize their effectiveness, and to enable our collaborators and partners to join us in achieving common goals. The Operations team supports an internal system of performance measurement and management, while helping to foster a collegial culture of accountability. We also ensure that appropriate resources are in place and applied for the most efficient and effective delivery of the Institute’s scientific and technical products and services. In short, the Operations team helps to make the Institute a great place to work with a solid financial, administrative, and professional foundation.

**About SFEI**:
San Francisco Estuar

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