Assistant Operations Director

Flexible start date

Sept, 2024

About us:

18 Reasons is a nonprofit that increases food security through the power of home cooking. Our mission is to empower our community with the confidence and creativity needed to buy, cook, and eat good food every day. We offer food education programs to the community through two different channels. At our 18th Street Kitchen in San Francisco, paid classes reach curious home cooks with the means to pay for instruction. Through our free Community Programs, we offer grocery donations paired with free cooking and nutrition classes to families on a limited budget throughout the Bay Area. Our vision is to create equity and belonging through the transformative and healing power of home cooking.

About you:

The Assistant Operations Manager is a detail & solution oriented creative individual who works closely with the Operations Director to perform finance, HR, and administrative duties that support the general operations of the organization. You are passionate about systems & learning, you are motivated by being involved in creating a great place to work, and you love working independently to solve problems. We take special care to create a working team of positive, flexible, and driven people who are committed to caring for the community and each other. If you are looking to kick start your career and learn about process standardization, efficiency improvement, resource allocation and technology integration, while contributing to an organization doing important food security work, this is the role for you.

The Assistant Operations Manager will report to the Operations Director and is responsible for working on finance, HR, and operations duties as assigned by their supervisor and is subject to change depending on organizational needs

Responsibilities include, but are not limited to, the following tasks:

Finance

Help organize and prepare monthly financial reports and annual budget

Support timely payment of invoices using bill pay features

Support timely and accurate invoicing for funders and donors

Support internal financial tracking in partnership with the accounting team

Audit expense tracking in Brex and coordinate with team members to reconcile deficiencies and discrepancies.

In coordination with the Director of Operations, work to identify innovative solutions around our monthly financial reporting processes and annual budgeting process

HR

Work with the Director of Operations to organize personnel data including time off requests, job and workers compensation codes, benefits data, etc.

Support the hiring process through scheduling and information tracking across all teams, serving as the first point of contact in coordinating recruitment, new hire set-up, and orientation.

Coordinate and support HR requests such as access to IT platforms, technology setup, status changes and exiting staff members

Process monthly contributions to company retirement benefit account

Contribute to the development of new processes and policies

Assist in org-wide Culture Change Projects and committee initiatives

Support the logistics and coordination of events for All Staff Learning days

Contribute to the overall culture and business growth using our Culture Standards as a tool for self-reflection and an ongoing commitment to self-growth, the growth in others, and the growth of the company

Contribute to the overall culture and business growth by participating in or leading improvement committees and projects when needed

Program Administration

Prepare and submit claims to Health Plans

Prepare, organize, and submit other reports as needed.

Follow up on rejected claims & initiate insurance appeals.

Monitor and recommend policy and procedure changes to ensure compliance with contract requirements.

Attend provider trainings and meetings facilitated by Managed Care Plans

General Operations

Participate in all staff meetings, supervision meetings & relevant department meetings

Assist and coordinate all technology management, including asset management, CRM management, process improvement, upgrades, and IT trainings.

Assist the Director of Operations with developing a strategy for streamlining our work with tech consultants to improve efficiency and response time, reduce costs, and enhance overall IT support services.

Format operations documents to ensure consistency in appearance and ease of use for team members.

Qualifications and Experience

One to two years experience in managing and improving daily operations of an organization, preferably non-profit administration

Familiarity with a variety of software-enabled organizational services encouraged, but not required (e.g Gusto, Quickbooks Online, Brex)

Demonstrated skills in Google workspace (docs, sheets, etc.), Slack, and Asana

Interested in further developing a career in nonprofit administration including operations/finance/HR

Excellent interpersonal and communication skills, both oral and written

Passionate about food, food justice, and racial equity

Highly organized self-starter with demonstrated problem-solving and follow-through ability, and proven success in managing multiple and diverse priorities under pressure.

Strong analytic problem-solving skills with attention to detail.

Physical requirements

General office duties include: computer work; filing; typing; phone communication; copying; and participating in meetings with a variety of stakeholders.

Ability to lift 15 pounds at a time.

Ability to be able to move and rearrange light furniture.

Ability to be able to set up office technology by occasionally requiring positioning under desks and dexterity to attach wires and cables.

Ability to travel to 18 Reasons on-site meetings in the San Francisco Bay Area, as needed.

Reasonable accommodation may be made to enable any qualified person to perform essential job duties.

Classification & Compensation

This is a full time, salaried position. 18 Reasons has an equitable and transparent compensation policy; we do not negotiate salaries. To read more about our compensation philosophy, click here. The salary will be set by the number of years of experience the candidate has in a similar position (Assistant Manager level or above):

Tier 1 (0-2 years experience)

$72,000

Tier 2 (3-5 years experience)

$74,000

Tier 3 (6+ years experience)

$76,000

Benefits include

100% employer-paid health, vision, and dental insurance, IRA matching up to 3%, 12 holidays, 4 weeks PTO, two weeks of paid office closures (December and July), and a 25% discount at Bi-Rite Market.

Supervision

This position is supervised by the Operations Director.

How to apply

Email your resume and a cover letter to jobs@18reasons.org. We will be reviewing applications on a rolling basis and hope to have this position filled by August 1st, 2024.

Please, no unsolicited calls or emails; applications submitted without a resume or personalized cover letter will not be reviewed.

As part of our dedication to the diversity of our workforce, 18 Reasons is committed to Equal Employment Opportunity without regard for race, ethnicity, gender, protected veteran status, disability, sexual orientation, gender identity or religion.

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply for jobs unless they meet every qualification. We are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with each qualification in the job description, please go ahead and apply anyway You might be just the right candidate for this role.

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